Decisions

Use the below search options at the bottom of the page to find information regarding recent decisions that have been taken by the council’s decision making bodies.

Alternatively you can visit the officer decisions page for information on officer delegated decisions that have been taken by council officers.

Decisions published

08/11/2018 - OD/18/46 Appoint B W for Portman repairs ref: 485    Recommendations Approved

Ipswich Borough Council requires to undertake surface repairs to three areas of Portman Road car park.

 

A quotation has been received from Brooks and Wood Ltd. to value of £20,676.00 and is considered good value when compared to other recent resurfacing works that have been undertaken locally.

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 08/11/2018

Decision:

To place the order with Brooks and Wood Ltd. and to exempt from Contract Standing Orders on the basis that there is a risk to Health and Safety if the decision is delayed.

 

Reason: To ensure continued operation of Portman Rd car park.

Wards affected: Gipping;


19/11/2018 - OD/18/45 Appoint Christmas Lights Installation Company ref: 484    Recommendations Approved

Ipswich Borough Council requires storage, maintenance and installation of its Christmas lights. The Contract is for three years.

 

Tenders were invited via the Council’s e tendering system and three bids were received from different suppliers, of which Target Animations and Lighting were the most economically advantageous at a value of £95,580.00 over the three year period.

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 19/11/2018

Decision:

To award the Contract to Target Animations and Lighting.

 

Reason: Target Animations and Lighting demonstrated the best value for money.


08/11/2018 - OD/18/44 Appointment of Interim reactive contractor ref: 483    Recommendations Approved

Ipswich Borough Council is required to Appoint a framework of Reactive Maintenance Contractors to aid with continuity of services throughout IBC’s corporate stock of buildings.

 

The contract will not commence until early January 2019, therefore, IBC needs to appoint a contractor to cover the works for a short period of time.

Using recently obtained competitive pricing documents, RG Carter Ltd. will be appointed to provide the reactive works for a period of 10 weeks (including during the Christmas season).

 

An estimated value for the works (based on previous data) is £25,000.00

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 08/11/2018

Decision:

To place the order to RG Carter Ltd.

 

Reason: To ensure continuity of services of all IBC’s corporate buildings.

Wards affected: (All Wards);


08/11/2018 - OD/18/43 Appointment of security for SEP ref: 482    Recommendations Approved

Ipswich Borough Council requires a provision of gate security at the Sproughton Enterprise Park site between the hours 0600-1800 on a daily basis to protect assets on site and prevent trespassing and illegal occupation until the end of January.

 

Stage Security supplied a quote for the period from 1 November 2018 – 31 January 2019.

 

The quote received was £15,390.

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 08/11/2018

Decision:

Chief operating officer has exempted from Contract Standing Orders on the basis that there is a risk to property if the decision is delayed and to appoint Stage Security.

 

Reason: To provide gate security between 0600 & 1800 from 1 November 2018 – 31 January 2019, inclusive, to protect assets on site and prevent trespassing and illegal occupation.


18/10/2018 - OD/18/42 New gas supply for Eastern Gateway ref: 481    Recommendations Approved

Ipswich Borough Council is required to provide a new gas supply to service the first incoming occupier of the new enterprise park, La Doria (LDH).

 

MLM Consulting, IBC’s lead design consultant, sought a detailed quotation from Fulcrum for the supply, installation and commissioning of the required new gas supply.

 

The quote received was £43,876.14

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 18/10/2018

Decision:

Chief operating officer has agreed to waive contract standing orders as there is only one potential provider and place the order for the new gas supply.

 

Reason: To enable completion of the contracted works within given timescales.


06/11/2018 - OD/18/41 New power supply for pumping station ref: 480    Recommendations Approved

Ipswich Borough Council is required to provide a new foul drainage system to serve the first phase of the development of the new enterprise park. This system requires a foul pumping station, which in turn requires a new power supply to operate.

 

MLM Consulting, IBC’s lead design consultant, sought a detailed quotation from UKPN for the supply, installation and commissioning of the required new electricity supply (450KVA).

 

The quote received was £91,208.44

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 06/11/2018

Decision:

To waive contract standing orders as there is only one potential provider and place the order for the new electricity supply.

 

Reason: To enable completion of the contracted works within given timescales.


06/11/2018 - OD/18/40 New power supply for Eastern Gateway ref: 479    Recommendations Approved

Ipswich Borough Council is required to provide a new dedicated power supply to serve the first incoming occupier of the new enterprise park.

 

MLM Consulting, IBC’s lead design consultant, sought a detailed quotation from UKPN for the supply, installation and commissioning of the required new electricity supply (1800KVA).

 

The quote received was £95,346.37

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 06/11/2018

Decision:

To waive contract standing orders as there is only one potential provider and place the order for the new electricity supply.

 

Reason: To enable completion of the contracted works within given timescales.


19/11/2018 - OD/18/39 BAPA for Eastern Gateway drainage works ref: 478    Recommendations Approved

Ipswich Borough Council are currently undertaking the first phase of infrastructure works at Sproughton Enterprise Park which involves construction of the spine road, utilities ducting and drainage.

 

The foul drainage pipework runs underneath a railway bridge over Sproughton Road. As a result the Council are required to enter into a Basic Asset Protection Agreement (BAPA) with Network Rail to ensure works are designed and undertaken in such a way to protect the foundations of the railway bridge from being undermined or damaged.

 

Network Rail will require payment for their services over the duration of the works, which include administration and management of their internal procedures, appointment of a Project Manager and Project Engineers and review of RAMS (Risk Assessments and Method Statements).

 

The maximum cost of the provision of their services is £24,000.00

 

Any fees left unspent will be returned by Network Rail to IBC upon completion of the drainage installation.

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 19/11/2018

Decision:

To waive contract standing orders as there is only one potential provider and place the order for the Network Rail BAPA.

 

Reason: To allow drainage works to proceed.


25/10/2018 - OD/18/38 Market Traffic Order ref: 477    Recommendations Approved

The Council has powers under the Ipswich Market Act 2004 to make a legal Order to regulate traffic on those highways that are ‘market highways’ within the meaning of the Act when the market is taking place on them and where, in the opinion of the Council, this is considered necessary or expedient.

 

With the imminent completion of the renovation of the Cornhill area, and with the location of market stalls on the section of Princes Street between the junction with Cornhill and the junction with King Street, it is considered necessary and expedient in the interests of road safety to make an Order to prevent motor vehicles from using this section of highway when the market is taking place.

Decision Maker: Officer Decision

Decision published: 14/11/2018

Effective from: 25/10/2018

Decision:

As such, an Order is being made to this effect and shall also apply to the section of highway on Cornhill between the junction with Tavern Street and the junction with Princes Street owing to the existence of one-way restrictions. The necessary traffic sign shall be placed by the Council’s Commercial Development team when the market is taking place.

 

Exemptions shall apply as stated in the Order, which include (but are not limited to) emergency service vehicles, statutory undertakers, local authority vehicles being used in pursuance of statutory powers or duties, market traders and permit holders.

 

An alternative option of requesting that Suffolk County Council, as the Traffic Authority, should make a Traffic Regulation Order to achieve the same effect was considered, but this option was rejected as it would be more expensive to implement and would result in the presence of additional permanent traffic signing in a conservation area.

Wards affected: Alexandra;


25/10/2018 - OD/18/37 Whitton Gas Heaters ref: 476    Recommendations Approved

Ipswich Borough Council are required to install new radiant gas heaters to the main hall of Whitton Sports Centre following the failure of the old gas heaters to pass a CP17 Gas Safety Test.

 

Quotations were invited from 4 different suppliers of which Columbus Heating & Plumbing were the most economically advantageous at a value of £43,413.00. (The three other contractors were: Marem Engineering Ltd., DPL Ltd. and JT Wilding Ltd.)

Decision Maker: Officer Decision

Decision published: 14/11/2018

Effective from: 25/10/2018

Decision:

To award the Contract to Columbus Plumbing & Heating.

 

Reason: Columbus Plumbing & Heating demonstrated the best value for money and a competitive lead in time for works to commence.

Wards affected: Whitton;


23/10/2018 - OD/18/36 Regent experience Architect ref: 475    Recommendations Approved

Ipswich Borough Council requires the services of an Architect for the Regent Customer Experience Project.

 

Following an open tender procurement process through the Suffolk e-sourcing system, 6 bids were received.

 

The most economically advantageous tender was received from KLH Architects for the value of £ 68,715

Decision Maker: Officer Decision

Decision published: 14/11/2018

Effective from: 23/10/2018

Decision:

To award the contract to KLH architects.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Alexandra;


09/11/2018 - OD/18/35 Contract with Wilks Head & Eve ref: 474    Recommendations Approved

The MHCLG require each local authority to provide an estimate of their Non-Domestic Rates income for the 2019/20 financial year. This forecast includes a section to record the potential losses from rateable value appeals.

The SRP partners (Ipswich, Babergh & Mid Suffolk) have appointed Wilks Head and Eve to undertake a forensic analysis of the current 2018/19 rating list to provide a forecast on the potential losses from appeal.

 

Contract Standing Orders have been waived in line with the constitution because the cost for Ipswich would be less than the £10k limit. It also ensures a continued consistent approach to providing an appeal provision that can be compared the Suffolk wide Pixel project and avoids the added costs of undertaking a procurement exercise for the 3 authorities.

Decision Maker: Officer Decision

Decision published: 14/11/2018

Effective from: 09/11/2018

Decision:

To approve the appointment of Wilks Head & Eve.

 

Reason: To provide an analysis of the potential losses on Non-Domestic rateable value appeals for Ipswich Borough Council, Babergh District Council and Mid Suffolk District Council

Wards affected: (All Wards);


01/11/2018 - OD/18/33 HRA Ipswich Local Plan - Footprint Ecology ref: 472    Recommendations Approved

The Council is currently in the process of progressing the Local Plan review, which will help to deliver growth within the borough including homes, employment land, and regeneration within the town centre within the plan period (2016 - 2036).

 

A Habitats Regulations Assessment (HRA) is needed for the Local Plan in its draft format and prior to formal submission to the Secretary of State for examination.

 

Work has been ongoing with Footprint Ecology on a Recreational Avoidance Mitigation Strategy (RAMS) across the Suffolk local authorities to look specifically at the respective areas of European protection in the county and establishing an appropriate mitigation strategy for dealing with planned growth.

 

The HRA is second part of consultant work required for the local plan and ties in directly to the RAMS work currently being undertaken. It is specific to the Ipswich Local Plan and the housing, employment, retail etc. growth that is to be planned within it.

 

Footprint have provided a quote of £8,262 to undertake the Ipswich specific work and it is considered appropriate to award them the contract on the basis of the previous work on RAMS that has been undertaken, and the short timescales which can be met by them.

Decision Maker: Officer Decision

Decision published: 06/11/2018

Effective from: 01/11/2018

Decision:

To award the contract to Footprint Ecology.

 

Reason: To enable HRA works to be undertaken within the given timescales.

Wards affected: (All Wards);


31/10/2018 - OD/18/34 Immediate revocation of private hire vehicle drivers licence ref: 473    Recommendations Approved

A Private Hire Vehicle Driver was disqualified from driving for 6 months.

Decision Maker: Officer Decision

Decision published: 06/11/2018

Effective from: 31/10/2018

Decision:

A Private Hire Vehicle Driver was disqualified from driving for 6 months therefore his private hire vehicle driver’s licence was revoked with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


05/09/2018 - SRP/18/04 Shared Revenues Partnership - Service Report ref: 459    Recommendations Approved

Decision Maker: Shared Revenues Partnership Joint Committee

Made at meeting: 05/09/2018 - Shared Revenues Partnership Joint Committee

Decision published: 30/10/2018

Effective from: 05/09/2018

Decision:

18.1      The Operations Manager - Benefits and Business Support, Amy Mayes, reported that performance in the processing of new claims had improved. The target for processing changes of circumstances was being met despite the target having been made more challenging and there being a significant increase in the volume of forms, many of which resulted from a central Government fraud reduction scheme involving larger employers.

 

18.2      Councillor Osborne asked which larger organisations provided information to the Department for Work and Pensions. Ms Mayes explained that she did not know which organisations were involved but said that they would be larger employers who were able to provide payroll information electronically.

 

18.3      Ms Mayes reported that overpayments continued to be kept well below the Local Authority Error subsidy threshold, which allowed the Councils to gain full subsidy for the overpayments made.

 

18.4      The age of the cases being dealt with by officers had reduced, meaning that cases were being closed earlier. The vast majority of those cases over 35 days old were related to Universal Credit claims where information was not supplied.

 

18.5      Ms Mayes highlighted that the level of discretionary Housing Payments made by Babergh District Council and Ipswich Borough Council had increased and that it was likely that the Government grant provided to make these payments would be exhausted prior to the end of the financial year. This issue had been raised with the relevant S.151 officers.

 

18.6      Universal Credit was now available to the majority of working age claimants; officers were closely monitoring the relationship between Universal Credit and Council Tax Reduction schemes.

 

18.7      Councillor Patrick asked why the proportion of Council Tax Reduction claimants who were also receiving Universal Credit was so much higher in Babergh. Ms Mayes explained that this was because Universal Credit had been rolled out in Babergh earlier than in Ipswich and Mid-Suffolk.

 

18.8      The Operations Manager – Revenues, Andrew Wilcock, explained that the proportion of Council Tax collected was slightly down on the same point in 2017 in Mid-Suffolk and Ipswich, whilst it was slightly up in Babergh. There were issues to do with the regular recalculation of Council Tax Reduction entitlement related to Universal Credit which had impacted on collection rates.

 

18.9      Mr Wilcock explained that procedures in the recovery process had changed slightly, with informal approaches such as text messages being used initially for debts of less than £20 which saved the need for the more costly formal process in many cases. The level of recovery had not reduced as a result of this cheaper approach.

 

18.10   The proportion of Business Rates collected was down in Babergh and Mid-Suffolk with the debt profile changing; Mr Wilcock explained that NNDR remained volatile. There were also still Valuation Office Agency appeals pending from the 2010 rating list, meaning that provision needed to continue to be made.

 

18.11   Councillor Patrick asked whether the £4.5 million NNDR Valuation Appeals contingency for Babergh was likely to be needed. Mr Wilcock explained that the level of risk was assessed by an external contractor; he highlighted that a small number of large sites could lead to much of the contingency being used.

 

18.12   Councillor Whitehead asked how any deficit in the Business Rate Collection Fund was shared. The Assistant Director - Corporate Resources, Babergh and Mid-Suffolk District Councils, Katherine Steel, explained that the proportions were: Central Government 50%, District Councils 40% and County Councils 10%. Each Council within the Shared Revenues Partnership retained its own Business Rate Collection Fund.

 

18.13   The Head of Finance and Revenues, Ipswich Borough Council, John Chance, reported that the Shared Revenues Partnership was currently predicted to end the year in a break even position against its budget.

 

18.14   Mr Chance explained that the Shared Revenues Partnership had achieved most of its Transitional Vacancies Target already, although this had placed additional pressure on staff and the use of Agency staff was being considered, especially as the ongoing restructure meant that there would be a freeze on recruitment to allow for redundant staff to be redeployed.

 

18.15   Councillor Meudec asked whether any of the additional £36,000 funding received for Universal Credit could be spent on additional staff. Ms Mayes explained that the use of this fund was still being considered, although some of it would need to be spent on revisions to forms and other changes related to the introduction of Universal Credit.

 

18.16   Councillor Patrick noted that the amount of Partner Contributions paid so far, as shown in the table at paragraph 8.2, was considerably more than one quarter of the annual budget. Ms Mayes explained that the proportion paid in the first quarter was higher to cover annual costs and that the authorities would pay a total of £4,752,860 across the year.

 

18.17   Councillor Patrick asked what the recharges listed in the table at paragraph 8.2 paid for. Mr Wilcock explained that these covered the occupation of the office space at Grafton House, Human Resources Support, ICT facilities and a number of other smaller services. Mr Chance said that he had asked that a review of recharges be carried out and that this would provide assurance that these services were good value.

 

18.18   Councillor Rudkin asked whether there was a lack of skilled staff to fill the vacancies in the partnership. Amy Mayes explained that it took around two years to fully train a benefits officer, as they needed knowledge of 10-15 years worth of benefits schemes. Work was currently streamed so that more experienced officers dealt with more complex cases, which helped to mitigate the inexperience of some staff.

 

18.19   Councillor Osborne explained that the Citizen’s Advice Bureau in Sudbury regularly received queries about Universal Credit and asked whether any funding had been given to organisations to provide this advice. Ms Mayes explained that each Council had been allocated funding to provide Assisted Digital Support and Personal Budgeting Advice. In Babergh and Mid-Suffolk Districts the Councils had decided to provide this support directly, whilst Ipswich Borough Council had decided to provide funding to Ipswich Housing Action Group to provide Personal Budgeting Advice. The take up of these services had been lower than anticipated by the Department for Work and Pensions.

 

18.20   Mr Chance explained that the consultation on alterations to the structure of the Shared Revenue Partnership had closed on 3 September. Ms Mayes reported that 70 questions had been received, although there did not appear to be many which had not already been considered, which was good. It was felt that holding discussions with staff at an early stage and including many of their suggestions in the proposal had helped to make the consultation easier.

 

18.21   Councillor Patrick asked whether many staff would experience a significant change of emphasis in their work. Mr Wilcock said that the intention was to increase the skill levels of staff and reduce the number of cases which were handed off to colleagues. Visiting officers would, for example, be able to complete the reports resulting from their visits. Ms Mayes added that a larger, combined, revenues team would allow greater flexibility.  This approach had been employed within benefits and had been seen to deliver performance improvements.

 

18.22   Councillor Osborne asked whether the streamlining of processes would lead to a requirement for less resources. Ms Mayes said that the need for staff to collect revenues would continue to grow. Universal Credit was likely to cause the number of staff required to administer benefits to reduce with time, however, this wasn’t likely to happen quickly. Mr Wilcock explained that the proposal which had been consulted on included a reduction of 3 FTE staff, although there were currently more vacancies than that.

 

18.23   Mr Wilcock reported that the launch of a new customer portal had begun, which would both allow customers to view information online and enable e-billing. A soft launch had taken place to test the system thoroughly, before a publicity campaign in the future.

 

18.24   Councillor Osborne asked whether training on the new system could be given to officers of Sudbury Town Council and the Sudbury Citizens Advice Bureau. Mr Wilcock explained that this would not be appropriate at this stage as the system was being refined through the soft launch process.

 

18.25   Councillor Meudec said that she was aware of delays in the current process for new bills being issued and asked whether e-billing would solve this. Mr Wilcock said that it would, with changes made by customers online being added to the database overnight and new bills issued either electronically or despatched by post the next working day.

 

RESOLVED:

 

that the Shared Revenues Partnership Data Protection Policy be approved.

 

Reason: The Policy will ensure that the Shared Revenues Partnership meets the requirements of the General Data Protection Regulation.


25/10/2018 - OD/18/32 Sustainability Appraisal Ipswich Local Plan - Arcadis ref: 471    Recommendations Approved

 

The Council is currently in the process of progressing the Local Plan review, which will help to deliver growth within the borough including homes, employment land, and regeneration within the town centre within the plan period (2016 - 2036).

 

A sustainability appraisal is needed for the Local Plan in its draft format and prior to formal submission to the Secretary of State for examination.

 

Quotes were received from Arcadis, Aecom and Essex Place Services. These firms were approached due to their experience in the field of Sustainability Appraisal.

 

Essex Place Services offered the best tender in terms of overall package and an officer decision was made to offer the works to them (OD/18/20), however they have since identified that they cannot meet the necessary timeframes in order to meet the consultation framework deadlines.

 

Arcadis offered the next best package (£16,466) and can meet the necessary deadlines for reporting, and are experienced in having undertaken SA works on behalf of Ipswich Borough Council in the past.

 

Decision Maker: Officer Decision

Decision published: 29/10/2018

Effective from: 25/10/2018

Decision:

 

To award the Contract to Arcadis.

 

Reason: To enable Sustainability Appraisal works to be undertaken within the given timescales.

 

Wards affected: (All Wards);


28/09/2018 - OD-18-31 Gas Service and Maintenance Contract ref: 470    Recommendations Approved

To agree a short term contract for housing gas servicing & maintenance.

Decision Maker: Officer Decision

Decision published: 12/10/2018

Effective from: 28/09/2018

Decision:

The following decision has been made:

(1) To agree a 2 month contract with Aaron Services to a maximum value of £180,000

(2) Exempt the decision from competitive tendering (re CSO) due to the urgency and the need to maintain a key service

(3) To authorise the Head of Housing and Community Services and the Head of People of Governance to conclude matters in relation to the above and to achieve a formal position (be that via exchange of letters or others means) with Aaron Services to bring this into effect.

 

Reasons for the decision:

(a) The existing contract ends at the weekend (ending 30/9/18);

(b) The significance of the topic (i.e. gas / safety / public service)

(c) Executive have decided they wish to issue a contract (for 4 plus 2 years) - having considered matter on 10th July 2018

(d) That decision was not called-in

(e) The contract from the above Executive decision was unable to be issued

(f) Aaron Services are the existing supplier with a good track record and came 2nd in the bid – i.e. we have tested the market

(g) The 2 months / £180,000 is within EU thresholds and allow an Executive decision for a longer term position to be made (with potential for call in)

(h) This all falls within the budget (within the Housing Revenue Account) for this service / topic.

 

Alternative options considered and why rejected:

(1) To not enter into any form of contract with any supplier: This was rejected as it would have had public safety risk and / or detrimental impact on customer services and / or led to cost increases in dealing with each gas related issue on an individual case by case basis.

(2) To enter into a contract with a different party: This was rejected – see point (f) above - and due to the fact that continuity of provision would not have been achievable with any other party.

(3) To award the contract for a longer or shorter term: This was rejected as the length chosen was the maximum possible within delegations whilst allowing time for a full report to be prepared for Executive (and allowing for time for a potential call-in of the report).

 

In reaching this decision consultation was carried out with the Head of People & Governance, the Head of Housing and Community Services and the Leader of the Council. All supported the decision.

Wards affected: (All Wards);


28/09/2018 - OD/18/30 Temporary Closure of Christchurch Mansion ref: 469    Recommendations Approved

Christchurch Mansion annually hosts the Council’s Remembrance Day Parade. This year the date falls on Sunday 11th November 2018.

Decision Maker: Officer Decision

Decision published: 01/10/2018

Effective from: 28/09/2018

Decision:

The Mansion will remain closed to the public until 1pm on Sunday 11th November 2018 to allow all invited guests to have refreshments in the Great Hall.

 

The Museum Service will place signs on the external doors alerting members of the public to the closure and the opening from 1.00pm. They also work closely with the Marketing Department in both CBC and IBC to make sure this is communicated via Social Media and the website.

 

This event is run in partnership with IBC Mayoral Department.

Wards affected: (All Wards);


28/09/2018 - OD/18/29 Museum Loans September 2018 - Suffolk Archaeology ref: 468    Recommendations Approved

Suffolk County Council Archaeology Service - Early Medieval pottery samples (LO.2018.10)

 

This loan request is for a selection of pottery sherds* excavated in Ipswich and elsewhere in Suffolk for a medieval and later pottery type series for the county. This is a project conducted by Suffolk County Council Archaeological Service on behalf of English Heritage with the objective of creating a single reference source for researchers studying the pottery made and used in Suffolk.

 

The sherds requested come from a range of excavations in Ipswich conducted since the 1960s as well as other sites in Suffolk, such as those excavated by Basil Brown. The initial request is currently for 56 samples, but is likely to rise slightly following further research. In all cases however only one or two sherds have been selected from each individual archaeological site.

 

* In archaeology, a sherd, or more precisely, potsherd, is commonly a historic or prehistoric fragment of pottery, although the term is occasionally used to refer to fragments of stone and glass vessels, as well.

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

Suffolk County Council Archaeology Service - Early Medieval pottery samples

(LO.2018.10)

 

Loan commences: 1 November 2018

Loan ends: 1 November 2021

 

Reason:

To enable the IBC collections to contribute to the project that is intended to create a single reference source for researchers studying the pottery made and used in Suffolk.

Wards affected: (All Wards);


28/09/2018 - OD/18/28 Employers agent and QS appointment for West End Road MSCP ref: 467    Recommendations Approved

Ipswich Borough Council requires the services of an employer’s agent and quantity surveyor for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 24 bids were received.

 

The most economically advantageous tender was received from the Stripe Consulting for the value of £25,650

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to Stripe Consulting.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


28/09/2018 - OD/18/27 West End Road MSCP M & E Engineer appointment ref: 466    Recommendations Approved

Ipswich Borough Council requires the services of a mechanical and electrical engineer for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 16 bids were received.

 

The most economically advantageous tender was received from the BSD Consulting Engineers for the value of £ 14,500

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to BSD Consulting Engineers.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


28/09/2018 - OD/18/26 WER MSCP Civil and Structural Engineer appointment ref: 465    Recommendations Approved

Ipswich Borough Council requires the services of a civil and structural engineer for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 11 bids were received.

 

The most economically advantageous tender was received from AECOM for the value of £ 16,865

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to AECOM.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


28/09/2018 - OD/18/25 Highways engineer appointment West End Rd MSCP ref: 464    Recommendations Approved

Ipswich Borough Council requires the services of a highways and transport engineer for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 11 bids were received.

 

The most economically advantageous tender was received from the 2020 Consultancy for the value of £ 15,250

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to 2020 Consultancy.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


28/09/2018 - OD/18/24 Appointment of WER MSCP Architect ref: 463    Recommendations Approved

Ipswich Borough Council requires the services of an Architect to undertake design work for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 19 bids were received.

 

The most economically advantageous tender was received from the Concertus for the value of £ 30,000

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to Concertus.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


05/09/2018 - OD/18/23 Sproughton Enterprise Park Contractor ref: 462    Recommendations Approved

IBC has a requirement for Balfour Beatty to continue with design works for the Sproughton Enterprise Park Phase 1 project to continue with the construction programme before works contracts are signed.

 

Contracts will be signed following approval from Anglian Water (Section 104 Agreement to adopt foul sewer) and the Environment Agency approval for works on the river bank/consent to discharge. It is anticipated that the approvals will be granted on 16th September.

Decision Maker: Officer Decision

Decision published: 27/09/2018

Effective from: 05/09/2018

Decision:

To contract with Balfour Beatty for design works prior to main contract being signed.

 

Cost - £27,122.00

 

Reason: To enable works to proceed within given timescales.


19/09/2018 - OD/18/22 Museum Loan Wolverhampton Art Gallery ref: 461    Recommendations Approved

This loan request is for a temporary exhibition at Wolverhampton Art Gallery entitled ‘Radical Landscapes: Pre-Raphaelites and their French Contemporaries’. This is the first occasion on which we have been approached by Wolverhampton for a loan and the gallery is highly regarded both regionally and nationally, and acknowledged as having an innovative, high-quality programme of exhibitions.

 

The exhibition will look at the effects of increased leisure and tourism on landscape painting after the spread of the railways, the influence of photography, and changing relationships with the natural landscape and religious belief resulting from new scientific understanding.

 

This painting has not been out on loan since January 2014 and is currently in store. It is not required for display in Ipswich during the period in question. There are no conservation issues.

Decision Maker: Officer Decision

Decision published: 21/09/2018

Effective from: 19/09/2018

Decision:

Camille Pissarro ‘La maison du père Gallien à Pontoise, 1866 (IPSMG: R.1976-63) (LO.2018.12)

 

Loan commences: 16 March 2019

Loan ends: 9 June 2019

 

To enable the IBC collections to contribute to a temporary exhibition with a highly regarded gallery, building a relationship with a new partner where there will be opportunities for reciprocal loans.

Wards affected: (All Wards);


19/09/2018 - OD/18/21 Museum Loans ref: 460    Recommendations Approved

This loan request is part of the ongoing research programme into the Rendlesham Collection led by Prof Christopher Scull of UCL. The objective is to understand the metalworking skills of the Anglo-Saxon craftspeople by analysing the composition of a selection of the copper alloy, gold and silver objects in the collection. The research will therefore concentrate on metalworking debris although some completed objects will also be examined. Most of these objects are fragments.

 

The precise number of objects required will be established following a preliminary assessment at Ipswich Museum scheduled for the week commencing 11 June. It is, however, anticipated that the maximum number required for loan will be 200.

 

In some cases the research will involve the cleaning of the object to create a sound surface and in others a small sample will be removed. No action will be undertaken without the prior approval of the Heritage Manager who will seek advice from the Conservation Officer.

 

The research project is externally funded by the Leverhulme Trust and will significantly increase our knowledge of this internationally important archaeological site. The results will directly feed into the new Anglo-Saxon gallery planned for Ipswich Museum.

Decision Maker: Officer Decision

Decision published: 21/09/2018

Effective from: 19/09/2018

Decision:

Institute of Archaeology, University College London (UCL) (LO.2018.9)

 

Loan commences: September 2019

Loan ends: 15 January 2019

 

To enable the IBC collections to contribute to a national research project undertaken by a leading UK university

Wards affected: (All Wards);


10/09/2018 - OD/18/20 Sustainability Appraisal Ipswich Local Plan ref: 458    Recommendations Approved

The Council is currently in the process of progressing the Local Plan review, which will help to deliver growth within the borough including homes, employment land, and regeneration within the town centre within the plan period (2016 - 2036).

 

A sustainability appraisal is needed for the Local Plan in its draft format and prior to formal submission to the Secretary of State for examination.

Quotes were received from Arcadis, Aecom and Essex Place Services. These firms were approached due to their experience in the field of Sustainability Appraisal.

 

Essex Place Services offered the best tender in terms of overall package for a total fee of £20,100.

Decision Maker: Officer Decision

Decision published: 11/09/2018

Effective from: 10/09/2018

Decision:

To award the Contract to Essex Place Services

 

Reason: To enable Sustainability Appraisal works to be undertaken within the given timescales.

Wards affected: (All Wards);


31/08/2018 - OD/18/19 Suspension of vehicle licence ref: 457    Recommendations Approved

1 (one) private hire vehicle licence has been immediately suspended.

Decision Maker: Officer Decision

Decision published: 03/09/2018

Effective from: 31/08/2018

Decision:

1 (one) private hire vehicle licence has been immediately suspended because a half year vehicle test was not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


21/08/2018 - OD-18-18 Temporary Closure of Dining Room in Christchurch Mansion ref: 456    Recommendations Approved

Background

There has been a request to use the Dining Room at Christchurch Mansion for the purposes of filming on 11th & 12th September 2018. The Mansion is closed to the public on Monday 11th September therefore this would only affect visitors on Tuesday 12th September. Restricted access on this day would only relate to the Dining Room and full access to the remainder of the Mansion will otherwise be unaffected.

 

Decision

To close the Dining Room at Christchurch Mansion for the purposes of filming on 12th September 2018.

Decision Maker: Officer Decision

Decision published: 21/08/2018

Effective from: 21/08/2018

Decision:

Decision

To close the Dining Room at Christchurch Mansion for the purposes of filming on 12th September 2018.

Wards affected: (All Wards);


14/08/2018 - OD/18/17 Northgate Sports Centre Agreement Extension ref: 455    Recommendations Approved

To extend the management agreement between Ipswich Borough Council, Suffolk County Council and Northgate High School that relates to Northgate Sports Centre.

 

Background

At the meeting of the Council’s Executive on 10th January 2017 it was resolved that the management agreement for Northgate Sports Centre would be extended up until 30th September 2018, with an option to extend further if necessary, following consultation with the Leader of the Council and Portfolio Holder. Ref E/16/45

Decision Maker: Officer Decision

Decision published: 15/08/2018

Effective from: 14/08/2018

Decision:

To extend the management agreement between Ipswich Borough Council, Suffolk County Council and Northgate High School that relates to Northgate Sports Centre from 30th September 2018 until 31st March 2019.

 

Reason:

To ensure continuation of provision of services to both the school and the community whilst discussions are ongoing about the structure of a new agreement.

Wards affected: (All Wards);


10/08/2018 - OD/18/16 Immediate suspension of a Hackney Carriage Private Hire Vehicle Drivers licence ref: 454    Recommendations Approved

A licensed hackney carriage/private hire vehicle driver failed to submit a DBS certificate as required.

Decision Maker: Officer Decision

Decision published: 14/08/2018

Effective from: 10/08/2018

Decision:

A licensed hackney carriage/private hire vehicle driver failed to submit a DBS certificate as required. The licence was suspended immediately.

 

No alternative options were considered.

 

 

Wards affected: (All Wards);


31/07/2018 - OD/18/15 Legal CMS Contract ref: 453    Recommendations Approved

Consideration was given to the time implication of going to full procurement particularly in view that East Suffolk and West Suffolk will be completing their separate mergers in April 2019 which is when the G Cloud contract is due to expire and the risk of being without a legal case management system. Time and resource constraints. The cost element was also considered with considerable reduced costs to direct award under RM1059.

 

Background document existing framework was G-Cloud 7 and new framework proposed by IBC procurement is Lasa RM1059

 

The contract standing orders have been complied with.

Decision Maker: Officer Decision

Decision published: 01/08/2018

Effective from: 31/07/2018

Decision:

IBC procurement recommendation to call off and direct award against Lasa Framework RM1059.


01/08/2018 - OD/18/14 Temporary Closure of Wolsey Art Gallery ref: 452    Recommendations Approved

Auguste Rodin’s iconic life size marble sculpture, The Kiss, will be coming to Ipswich on loan from the Tate collection. The 19th century artwork is a significant piece in the history of sculpture and will be the centre-piece of a public exhibition from 24th November 2018 to 28th April 2019.

Decision Maker: Officer Decision

Decision published: 01/08/2018

Effective from: 01/08/2018

Decision:

To close the Wolsey Art Gallery between 1st October 2018 and 22nd November 2018

 

Reason: To allow works to be undertaken in the Wolsey Art Gallery and the installation of the exhibition, eliminating risk to the public or collections.

Wards affected: (All Wards);


26/07/2018 - OD/18/13 Street Lighting Upgrades ref: 451    Recommendations Approved

The Council owns and provides a small number of streetlights in various locations in Ipswich using its powers under Section 161 of the Public Health Act 1875 and, where appropriate, Section 45 of the Public Health Act 1961. The Council’s streetlights are inspected, tested for electrical and structural safety, and maintained on the Council’s behalf by Suffolk County Council (SCC) who also arrange for the payment of electricity at the Council’s expense and provide an administrative service.

 

In accordance with the sound management of its assets, the Council usually replaces some of its street lighting stock each year. The decision as to which specific street lights to replace is made solely on the grounds of the condition of the units, as advised by SCC’s street lighting engineers.

 

An officer decision has now been made to upgrade street lights in the following locations at an estimated cost of £31,335. This will have the benefit of providing better quality lighting and reduced running costs as modern street lights are more energy efficient. The provision of street lighting has an important effect in preventing crime and disorder.

Decision Maker: Officer Decision

Decision published: 30/07/2018

Effective from: 26/07/2018

Decision:

To exercise the Council’s powers under the Public Health Acts 1875 and 1961 to replace and upgrade some or all of the Council’s street lighting stock at the locations listed:

 

·         Gymnasium Street (WESTGATE)

·         Footpath 215 between Murray Road and King Edward Road (PRIORY HEATH).

Wards affected: Priory Heath; Westgate;


23/07/2018 - OD/18/12 William House Boiler replacements ref: 450    Recommendations Approved

The existing heating boilers at William House sheltered scheme are estimated to be 30 years old and have exceeded their anticipated replacement date. Whilst the heating plant at this William House is still operational, the existing boilers are not fuel efficient and an upgrade to condensing A rated boilers will help to reduce fuel consumption and emissions.

Decision Maker: Officer Decision

Decision published: 30/07/2018

Effective from: 23/07/2018

Decision:

Three competitive quotations were requested from three local commercial heating replacement contractors. It has been decided to accept the most competitive quotation received, which was for the value of £33,817.00 from DPL Mechanical & Electrical contractors. The two other quotations rejected on cost were for the values of £37,955.00 & £48,937.23. All three quoted works are for the same heating plant i.e. three 100kW Worcester Bosch boilers and associated plant.

 

The option to overhaul the existing boilers was considered but given that replacing components of the existing boiler plant would not be economical, the above replacement option is seen as the only viable solution.

Wards affected: Rushmere;


16/07/2018 - OD/18/10 Appointment of Demolition Contractor ref: 448    Recommendations Approved

An open procurement process using Suffolk e-sourcing was undertaken seeking a contractor for the demolition of garages at Cobham Road, Marigold Avenue and Birkfield Drive, Ipswich which are owned by the Council’s Housing Revenue Account (HRA).

 

Six contractors submitted compliant bids.

Decision Maker: Officer Decision

Decision published: 30/07/2018

Effective from: 16/07/2018

Decision:

The successful contractor’s bid was £73,023.00 and was the most advantageous bid to the Council.

 

The contractor was able to demonstrate they had the technical expertise to undertake the works.

Wards affected: Sprites; Stoke Park;


25/07/2018 - OD/18/11 Suspension of vehicle licence ref: 449    Recommendations Approved

1 (one) private hire vehicle licence was immediately suspended.

Decision Maker: Officer Decision

Decision published: 30/07/2018

Effective from: 25/07/2018

Decision:

1 (one) private hire vehicle licence was immediately suspended because it had both front tyres worn below the legal limit.

 

No alternative options were considered.

Wards affected: (All Wards);


06/07/2018 - OD/18/09 Sproughton Enterprise Park ref: 447    Recommendations Approved

Sproughton Enterprise Park is one of ten sites throughout Norfolk and Suffolk that comprise New Anglia, Space to Innovate Enterprise Zone.

 

Ipswich Borough Council owns the Sproughton site but it is located within the Babergh District Council (BDC) area.

 

The policy of UK Government states that all growth in business rates generated from Enterprise Zones (EZ) should be retained by the Local Enterprise Partnerships (New Anglia) to support economic priorities. In New Anglia, BDC as the collecting authority retains the rates that are then shared between New Anglia, BDC and Suffolk County Council. A proportion of this – known as ‘Fund B’ - is ring-fenced to accelerate the development of the EZ.

IBC & BDC have agreed that Fund B shall be transferred to IBC to be used (by IBC) for appropriate activities on the site (in accordance with relevant EZ Agreements). The ‘rules’ around this Pot B funding will be as set out within the attached draft Memorandum of Understanding (Appendix 1).

 

Prior to making this decision – and in accordance with the constitution - the Finance Portfolio Holder and the Head of Finance and Revenues have been consulted. Bothe have confirmed their support – as has the Leader of the Council.

 

Decision Maker: Officer Decision

Decision published: 12/07/2018

Effective from: 06/07/2018

Decision:

To enter into a Memorandum of Understanding (MOU) (see Appendix 1 for a draft of the MOU) between Ipswich Borough Council and Babergh District Council for the transfer of Fund B monies (from Babergh District Council to Ipswich Borough Council) for the development of the Sproughton Enterprise Park.

 

Reason: To enable qualifying investment by IBC in the development of the Enterprise Park to be funded (or reimbursed if already spent) using Fund B monies.


26/06/2018 - OD/18/08 Parks Vehicles ref: 446    Recommendations Approved

Ipswich Borough Council require two 3.5 tonne tipper vehicles and one 4wd Pick up vehicle to replace the current vehicles that have reached the end of their useful life.

Decision Maker: Officer Decision

Decision published: 12/07/2018

Effective from: 26/06/2018

Decision:

Three separate quotes were obtained with the best value quote being provided by Northgate Vehicle sales ltd at a total cost of £46,550.00p

 

The selected vehicles are all 1-2 years old, low mileage and with the balance of manufacturer warranty remaining. New vehicles were also considered and reviewed but these vehicles offer the most cost effective solution for replacement.

 

Purchase all three vehicles form Northgate Vehicle Sales Ltd

 

Reason

Replace aged and expensive to maintain vehicles

Wards affected: (All Wards);


06/07/2018 - OD/18/07 suspension of vehicle licence ref: 445    Recommendations Approved

1 (one) private hire vehicle licences was immediately suspended.

Decision Maker: Officer Decision

Decision published: 09/07/2018

Effective from: 06/07/2018

Decision:

1 (one) private hire vehicle licences was immediately suspended because half year vehicle test failed.

 

No alternative options were considered.

Wards affected: (All Wards);


02/07/2018 - OD/18/06 Rough Sleeping Grant Fund ref: 444    Recommendations Approved

The Council in conjunction with Suffolk Coastal District Council submitted a bid to the DCLG for funding via their Rough Sleeping Grant. The bid was successful and a grant totalling £331,719 over two years was awarded.

 

The bid consisted of four elements;

Street Outreach

Short Term Emergency Provision

Mental Health Link Worker

Financial Capability Training

 

IBC have now made a successful bid for further funding until the end of this financial year and have been awarded £267,234

Decision Maker: Officer Decision

Decision published: 03/07/2018

Effective from: 02/07/2018

Decision:

The new award includes an extension to the Street Outreach Project undertaken by the Ipswich Housing Action Group.

 

Two Drug and Alcohol Outreach workers to be commissioned by Public Health.

 

Accommodation provided by the Anglia Care Trust.

 

The extension of the Ipswich Winter Night Shelter by two months.

 

Extended opening of the Chapman Centre to include weekends

 

Two workers to provide support to individuals resident in hostels this service can be let by getting expressions of interest.

 

Alternative options considered and why rejected

The services could have been put out to tender but this was not feasible considering the tight timescale the Ministry of Housing Communities and Local Government have put on spending their grant.

Wards affected: (All Wards);


15/06/2018 - OD/18/05 Appointment of security company for SEP ref: 443    Recommendations Approved

Ipswich Borough Council requires the services of a security company to provide static daytime guarding at the Sproughton enterprise park to prevent unauthorised access and maintain security levels.

 

Following a quotation exercise from three companies, via the Council’s e tendering system, Stage Security Ltd. provided the most economically advantageous bid for the value of £ 17,982. This figure is within budget.

Decision Maker: Officer Decision

Decision published: 03/07/2018

Effective from: 15/06/2018

Decision:

To award the Contract to Stage Security.

 

Reason: To enable works to proceed within given timescales.


29/06/2018 - OD/18/04 Suspension of vehicle licence ref: 442    Recommendations Approved

1 (one) private hire vehicle licences was immediately suspended.

Decision Maker: Officer Decision

Decision published: 03/07/2018

Effective from: 29/06/2018

Decision:

1 (one) private hire vehicle licences was immediately suspended because half year vehicle test failed.

 

No alternative options were considered.

Wards affected: (All Wards);


08/06/2018 - OD/18/03 Housing First ref: 441    Recommendations Approved

The Council is piloting a ‘Housing First’ scheme which provides an entrenched rough sleeper with a tenancy and intensive support. The intention is for IBC to provide the properties for the pilot scheme. Ipswich and East Suffolk Clinical Commissioning Group (IESCCG) has made £70,000 available to fund the support required for the one year pilot project.

 

The IESCCG made the money available to the Ipswich Locality Homelessness Partnership (ILHP) but because it is not a legal entity IBC is currently holding the money. The ILHP is the Council’s key partner in delivering the current rough sleeper project. The IESCCG is keen to see the scheme start as soon as possible so that the savings to the NHS can be monitored and the scheme possibly extended.

 

IBC and Suffolk Coastal currently have funding from the Ministry of Housing Communities and Local Government to reduce rough sleeping and this pilot scheme would help reduce the number of people rough sleeping. This scheme would ‘dovetail’ into the work already underway so there is a need to launch this scheme as soon as practicable and a formal tendering process would inevitably build in a delay.

 

Expressions of Interest will be sought from the constituent members of the ILHP to provide the support element of the project. An exemption from section 3.2 of Contract Standing Orders has been granted by the Chief Operating Officer granted on the grounds that “it is necessary as a matter of urgency and a delay would be likely to lead to financial loss or personal injury”.

 

Alternative options considered and why rejected

A formal tender process could be undertaken but this would delay the commencement of this project which the IESCCG is keen to pilot and have provided the money for. There is also an urgency to assist rough sleepers.

Decision Maker: Officer Decision

Decision published: 19/06/2018

Effective from: 08/06/2018

Decision:

An exemption from section 3.2 of Contract Standing Orders has been granted by the Chief Operating Officer granted on the grounds that “it is necessary as a matter of urgency and a delay would be likely to lead to financial loss or personal injury”.

Wards affected: (All Wards);


01/06/2018 - OD/18/02 Museum Loans May 2018 ref: 440    Recommendations Approved

This decision relates to an extension of an existing loan and two new loan requests.

 

Uvedale Hall Residential Home

Robert Uvedale was a schoolmaster and horticulturalist. This painting has been on loan since 1989 and has been regularly renewed every three years. The request is for a further extension of three years to November 2020.

 

Uvedale Hall is a private residential care home in Needham Market owned by Healthcare Homes Group Ltd. It is a Georgian mansion and the painting of Robert Uvedale hangs in the dining room.

 

National Heritage Centre for Horseracing & Sporting Art, Newmarket

Cornelis Beelt (fl. 1651-64) ‘Skaters on a Frozen River’, c.1660, oil on panel (R.1992.8.2)

 

This loan is for a temporary exhibition entitled ‘Skating’, from 15 November 2018 to 28 April 2019, at the venue formerly known as The National Horseracing Museum in Newmarket.

 

The work is in store and has not been on public display for some time. It is framed only and the borrower will be approached to fund the glazing of the work.

 

Oxford University Museum of Natural History

Dr Darren Mann, Head of Life Collections at the Oxford University Museum of Natural History, recently visited Ipswich Museum with a colleague. They are currently working on a national recording scheme and their aim is to make a record of all beetle species recorded in the UK, including those from museum collections.

 

During their visit to Ipswich the researchers were unable to identify all of the specimens in the collection and as a result need to borrow some to undertake further research.

 

This request is for 97 beetle specimens from the Morley Collection of Coleoptera.

Decision Maker: Officer Decision

Decision published: 13/06/2018

Effective from: 01/06/2018

Decision:

Uvedale Hall Residential Home (LO.2010.10)

 

Loan commences: 20 November 2017

Loan ends: 20 November 2020

 

National Heritage Centre for Horseracing & Sporting Art, Newmarket (LO.2018.7)

 

Loan commences: 1 November 2018

Loan ends: 11 May 2019

 

Oxford University Museum of Natural History (LO.2018.8)

 

Loan commences: 1 June 2018

Loan ends: 1 December 2018

 

Reason:

To enable the IBC collections to contribute to an exhibition in the East of England region as well as contributing to a national research project undertaken by a leading UK university

Wards affected: (All Wards);


19/04/2018 - Apologies for Absence ref: 422    Recommendations Approved (subject to call-in)

Decision Maker: Licensing & Regulatory Committee

Made at meeting: 19/04/2018 - Licensing & Regulatory Committee

Decision published: 05/06/2018

Effective from: 19/04/2018

Decision:

Apologies for absence were received from Councillors Cenci, Goldsmith and Wright.


19/04/2018 - Unconfirmed Exempt Minutes of Previous Meeting held on 30 November 2017 ref: 425    Recommendations Approved

Decision Maker: Licensing & Regulatory Committee

Made at meeting: 19/04/2018 - Licensing & Regulatory Committee

Decision published: 05/06/2018

Effective from: 19/04/2018


22/05/2018 - OD-18-01 Appointment of 1 Cornhill Architect ref: 439    Recommendations Approved

Ipswich Borough Council requires the services of an Architect to undertake design work for a town centre building refurbishment.

 

Following a restrictive procurement process through the Suffolk e sourcing system, three bids were received.

 

The most economically advantageous tender was received from the consultants Concertus for the value of £ 13,275.00

Decision Maker: Officer Decision

Decision published: 29/05/2018

Effective from: 22/05/2018

Decision:

To award the Contract to Concertus.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Alexandra;


11/05/2018 - OD/17/109 Immediate revocation of private hire vehicle drivers licence ref: 437    Recommendations Approved

 

A serious allegation was received that a private hire driver had failed to act in a civil and orderly manner giving rise to public safety issues.

Decision Maker: Officer Decision

Decision published: 15/05/2018

Effective from: 11/05/2018

Decision:

The private hire vehicle driver’s licence was revoked with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


09/05/2018 - OD/17/108 Suspension of vehicle licences ref: 436    Recommendations Approved

1 (one) private hire vehicle licences were immediately suspended.

 

Decision Maker: Officer Decision

Decision published: 09/05/2018

Effective from: 09/05/2018

Decision:

1 (one) private hire vehicle licences were immediately suspended because it was involved in a road traffic collision.

 

No alternative options were considered.

Wards affected: (All Wards);


03/05/2018 - OD/17/107 suspension of vehicle licences ref: 433    Recommendations Approved

1 (one) private hire vehicle licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 08/05/2018

Effective from: 03/05/2018

Decision:

1 (one) private hire vehicle licences were immediately suspended because it was involved in a road traffic collision.

 

No alternative options were considered.

Wards affected: (All Wards);


01/05/2018 - OD/17/106 Suspension of vehicle licences ref: 432    Recommendations Approved

3 (Three) private hire vehicle licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 03/05/2018

Effective from: 01/05/2018

Decision:

3 (Three) private hire vehicle licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


26/04/2018 - OD/17/105 Appointment of Car Parks contractor ref: 431    Recommendations Approved

Ipswich Borough Council require to appoint a main contractor to carry out various car park repairs and resurfacing works at three IBC surface car parks.

 

After an open invite to tender was issued through the Council's electronic procurement system and initial interest from several contractors, only one contractor submitted a tender return.

 

Following a review by an external Quantity Surveyor and the IBC procurement team, the bid offered by Brooks and Wood Ltd. at a value of £ 140,952.00 is considered value for money and in line with the costs of other recent tenders.

Decision Maker: Officer Decision

Decision published: 30/04/2018

Effective from: 26/04/2018

Decision:

To award the contract to Brooks and Wood Ltd.

 

Reason: To deliver the car parks repair contract.

Wards affected: Alexandra; Gipping;


27/04/2018 - OD/17/104 Asbestos removal contractor ref: 430    Recommendations Approved

There is friable asbestos waste in the basement of one of the Council’s buildings that needs clearing / encapsulating in line with the Control of Asbestos Regulations (2012).

 

Bids were received from three specialist contractors, following a quote review by the project manager the most economically advantageous quote was offered by PA Group for a total fee of £14,282.00

Decision Maker: Officer Decision

Decision published: 30/04/2018

Effective from: 27/04/2018

Decision:

To award the Contract to PA Group.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Alexandra;


27/04/2018 - OD/17/103 Appointment of Demolition Contractor ref: 429    Recommendations Approved

The Council requires the demolition of a dilapidated town centre former Public House and has therefore tendered the works on the Councils electronic procurement system.

 

Bids were received from a total of nine demolition contractors, following a tender review by an external Quantity Surveyor and the Council’s procurement team the most economically advantageous tender was offered by Clarke Demolition Co. Ltd. (CDC).

 

CDC offered the most economically advantageous tender for a total fee of £39,369.00

Decision Maker: Officer Decision

Decision published: 30/04/2018

Effective from: 27/04/2018

Decision:

To award the Contract to CDC.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


27/04/2018 - OD/17/102 Immediate revocation of private hire vehicle drivers licence ref: 428    Recommendations Approved

A Private Hire Vehicle Driver suffered a medical episode that renders him unable to drive for 12 months.

Decision Maker: Officer Decision

Decision published: 30/04/2018

Effective from: 27/04/2018

Decision:

The driver does not meet the DVLA Group 2 medical standards of fitness to drive and therefore his private hire vehicle driver’s licence was revoked with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


17/04/2018 - OD/17/101 suspension of vehicle licence ref: 427    Recommendations Approved

1 (One) private hire vehicle licence was immediately suspended.

Decision Maker: Officer Decision

Decision published: 26/04/2018

Effective from: 17/04/2018

Decision:

1 (One) private hire vehicle licence was immediately suspended because it was involved in a collision leaving the vehicle un roadworthy.

 

No alternative options were considered.

Wards affected: (All Wards);


16/04/2018 - OD/17/100 Appointment of training provider ref: 426    Recommendations Approved

The Council requires “Resilience” training for some of its employees, and does not have the capacity to deliver this inhouse.

Decision Maker: Officer Decision

Decision published: 23/04/2018

Effective from: 16/04/2018

Decision:

Following a procurement process where three bids were received and evaluate, Oakwood Training has been selected as the provider. The cost of the training will be £20,000.

Wards affected: (All Wards);


11/04/2018 - OD/17/99 Chesterton Wall ref: 423    Recommendations Approved

The retaining wall at Chesterton Close has partially collapsed and is at risk of further collapse.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 11/04/2018

Decision:

Two decisions have been made:

 

1)    Given the urgency of the remedial work required to reduce the risk of further collapse and the consequential risks to persons and property, it is considered appropriate to waive contract standing orders on grounds of this urgency.

 

2)    To appoint Brooks & Wood Ltd, the contractor recommended by the Structural Engineer, at agreed rates to complete all the necessary remedial and upgrading works to this retaining wall. This would ensure that the work is completed in the quickest possible time.

Wards affected: Sprites;


16/04/2018 - OD/17/98 Temporary Closure of Bourne Park Play Area ref: 421    Recommendations Approved

The Play Area and Paddling Pool at Bourne Park are to be improved as part of the ongoing capital play equipment programme. This will involve new surfacing and play equipment being installed.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 16/04/2018

Decision:

To close the Play Area and Paddling Pool at Bourne Park from 21st April 2018 to 25st May 2018.

 

Reason:

To enable the works to be undertaken in the most safe, efficient and cost effective manner it will be necessary to close the Play Area and Paddling Pool for the duration of the works.

Wards affected: Bridge; Stoke Park;


17/04/2018 - OD/17/97 Suspension of vehicle licences ref: 420    Recommendations Approved

10 (Ten) private hire vehicle licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 17/04/2018

Decision:

10 (Ten) private hire vehicle licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


17/04/2018 - OD/17/95 Dock Street Highway Improvements ref: 418    Recommendations Approved

The Council holds funds provided in accordance with a legal agreement made under Section 106 of the Town and Country Planning Act 1990 from the developers of the development at 7-11 Great Whip Street, which allows for the expenditure of these funds to be used for improvements to Dock Street. Suffolk County Council (SCC) is the Highway Authority and has applied to the Borough Council for the use of some of these funds to make highway improvements to Dock Street. The application is for funding of £102,411.87.

 

Following consultation with the Portfolio Holder for Environment & Transport on the application, including the proposed design, the Council has now decided to approve the application by SCC and transfer the above stated sum to SCC for them to carry out the improvements.

 

The design approach is acceptable and the use of funding is as specified. The alternative option would be to not to provide the funding.

 

The Council proposes to transfer the funding to SCC as they are the Highway Authority and the Borough Council does not have the power to implement the proposed scheme of highway improvements or contract with any other third party to do so. As such, it is considered that the Council can, in this case, only use this funding for this purpose with one ‘supplier’ and also that this is the most economically advantageous option.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 17/04/2018

Decision:

To authorise the transfer to Suffolk County Council of £102,411.87 from the 7-11 Great Whip Street Section 106 (highways contribution) fund for a scheme of highway improvements on Dock Street, Ipswich.

Wards affected: Bridge;


17/04/2018 - OD/17/96 Residents Parking Scheme (Stoke Quay) ref: 419    Recommendations Approved

The Council holds funds provided in accordance with a legal agreement made under Section 106 of the Town and Country Planning Act 1990 from the developers of the development at 7-11 Great Whip Street [Stoke Quay], which allows for the expenditure of these funds to be used for a residents’ parking scheme.

 

The Council is aware of complaints from residents in the area about parking problems and considers it appropriate that a residents’ parking scheme is considered, but only wishes to see such a scheme proceed if it enjoys the support of the residents who it would affect. In order to accurately determine this, it is necessary for a potential scheme to be designed and consulted upon.

 

The creation of a residents’ parking scheme on the highway is something that only Suffolk County Council (SCC) as the Highway Authority and Traffic Authority are able to undertake.

 

Following consultation with the Portfolio Holder for Environment & Transport, the Council has now decided to transfer a sum of £80,164.75 from the above Section 106 fund to SCC in order for them to design a possible residents’ parking scheme and carry out a full public consultation on it. The funding can also be used to implement the proposals but this would be subject to the outcome of the public consultation.

 

The main alternative option would be not to use the funding for this purpose, but as doing so would help to resolve an identified parking problem, and as this is one of the specified uses of the funding and the deadline for determining the use of the funding has been reached, the decision is considered to be the most appropriate action to take.

 

As such, it is considered that the Council can, in this case, only use this funding for this purpose with one ‘supplier’ and also that this is the most economically advantageous option. The transfer of the funding would be subject to a legal agreement.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 17/04/2018

Decision:

In respect of the Stoke Quay area in Ipswich, to authorise the transfer to Suffolk County Council of £80,164.75 from the 7-11 Great Whip Street Section 106 (highways contribution) fund for the costs of designing and consulting upon a possible residents’ parking scheme and, subject to a public consultation, implementing such a scheme including any necessary legal costs.

Wards affected: Bridge;


09/04/2018 - OD/17/94 Highways Agency Extension ref: 417    Recommendations Approved

The Council has a highways agency agreement with Suffolk County Council (SCC) in order to provide the legal powers for the Council to undertake certain highway functions on SCC’s behalf and at their expense. These functions include verge maintenance, weed treatment, non-illuminated sign cleaning, footway winter gritting, and out of hours telephone call handling.

 

The highways agency agreement also provides the Council with legal powers to undertake certain other highways and transport functions at the Council’s own cost, including the provision of bus stops, bus stop clearway restrictions, pedestrian fingerposts, boundary signs and ‘sitting out’ licences.

 

The agreement expired on 31st March 2018 and it has been decided to extend it for one year to 31st March 2019 during which time a review is intended to be carried out regarding future arrangements from April 2019. Extending the agreement in this way will ensure that important public services continue to be provided and provide time for a more detailed review.

The only change to the scope of the agreement is to allow the Council to provide raised bus stop kerbs.

 

The agreement is made in accordance with powers contained in the Local Government Act 1972, the Local Government Act 2000 and The Local Authorities (Arrangements for the Discharge of Functions) (England) Regulations 2000 (as amended).

Decision Maker: Officer Decision

Decision published: 16/04/2018

Effective from: 09/04/2018

Decision:

To extend the highways agency agreement with SCC for the functions referred to above from 1st April 2018 to 31st March 2019.

Wards affected: (All Wards);


13/03/2018 - OD/17/93 Appointment of a gallery designer ref: 416    Recommendations Approved

Ipswich Borough Council require the services of a Gallery design specialist for the Ipswich Museum HLF project to produce indicative layouts of the proposed galleries and how they will be developed.

 

A decision has been made to re-appoint the gallery design specialists engaged for the previous bid to produce revised proposals based on the re-scoped project. This appointment has been made on the grounds of costs, expediency and continuity.

 

The requirement for competition within Contract Standing Orders has been waived following consultation with the Head of Finance and Revenues and the Head of Culture and Environment on the basis that this is economically in the best interests of the Council.

 

The contract value is for the sum of £15,000 plus VAT.

Decision Maker: Officer Decision

Decision published: 16/04/2018

Effective from: 13/03/2018

Decision:

1.To waive the requirement in Contract Standing Orders for a competitive purchasing process on the basis that this is economically in the best interests of the Council

 

2. To award the contract to Redman Design.

 

Reason: To provide gallery design services for the stage 1 HLF bid for the Ipswich Museum project.

Wards affected: Westgate;


13/03/2018 - OD/17/92 Appointment of an Architect ref: 415    Recommendations Approved

Ipswich Borough Council require a project architect for the Ipswich Museum HLF project to produce a ‘bid ready’ set of architectural proposals for the physical works to be carried out on the Museum building.

 

A decision has been made to re-appoint the architects engaged for the previous bid to produce revised proposals based on the re-scoped project. This appointment has been made on the grounds of costs, expediency and continuity.

 

The requirement for competition within Contract Standing Orders has been waived following consultation with the Head of Finance and Revenues and the Head of Culture and Environment on the basis that this is economically in the best interests of the Council.

 

The contract value is for the sum of £35,000 plus VAT.

Decision Maker: Officer Decision

Decision published: 16/04/2018

Effective from: 13/03/2018

Decision:

1.To waive the requirement in Contract Standing Orders for a competitive purchasing process on the basis that this is economically in the best interests of the Council

 

2. To award the contract to MICA Architects.

 

Reason: To provide architectural services for the stage 1 HLF bid for the Ipswich Museum project.

Wards affected: Westgate;


26/03/2018 - OD/17/91 Town Centre Shuttle Bus Service ref: 414    Recommendations Approved

The Borough Council’s Green Travel Plan (funded by staff parking charges) currently pays the full cost for the provision of a free to use town centre shuttle bus service (Service 37) and has done so since 31st July 2017 following the withdrawal of the previous service (Service 38) by Suffolk County Council (SCC) which was primarily funded by their Green Travel Plan. Service 37 has been funded by IBC on a trial basis and the trial period expires on 30th March 2018. A previous officer decision form (ref: OD/17/15) provides further details.

 

The trial service is considered to have been successful as usage averaged 181 passengers per day in 2017 with an average subsidy per passenger of £0.53 which is below the maximum amount (£3.00) usually considered acceptable by the Council. The service is considered to be important to the town centre retail economy. As such, a full competitive tender has been undertaken by SCC on IBC’s behalf for the service to operate for a three year period (with a three month break clause), but as the Borough Council’s Green Travel Plan is funding the full cost of the service, bids were sought from bus operators on the basis of the service operating from 12.00pm to 2.00pm Monday to Friday (excluding bank holidays) rather than 11.30am to 2.30pm as is the case with the current trial service. The service will continue to be free to use for anyone, including the general public with no changes to the existing route or frequency.

 

The lowest bid submitted to the competitive tender exercise was from Ipswich Buses Ltd at a rate of £64.40 per day, which equals approximately £16,300 per annum or £48,900 over a three year period and a decision has been made to accept this.

 

The main alternative option would be not to fund the service and let it cease without any form of replacement.

Decision Maker: Officer Decision

Decision published: 16/04/2018

Effective from: 26/03/2018

Decision:

In accordance with the Transport Act 1985 (as amended) and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 and 2004, to enter into a Service Subsidy Agreement with Ipswich Buses Ltd for the provision of a free to use shuttle bus service (Service 37) between Russell Road and the town centre between 12.00pm and 2.00pm Monday to Friday from Tuesday 3rd April 2018 to Friday 26th March 2021 (subject to a 3 month break clause).

Wards affected: Alexandra; Gipping;


29/03/2018 - OD/17/88 Suspension of driver licenses - Mandatory Training ref: 411    Recommendations Approved

19 (Nineteen) Private Hire Driver Licences were immediately suspended

 

1 (One)Combined hackney carriage and private hire driver licence suspended

Decision Maker: Officer Decision

Decision published: 05/04/2018

Effective from: 29/03/2018

Decision:

19 (Nineteen) Private Hire Driver Licences were immediately suspended because mandatory training was not completed.

 

1 (One)Combined hackney carriage and private hire driver licence suspended because mandatory training was not completed.

Wards affected: (All Wards);


03/04/2018 - OD/17/89 suspension of vehicle licences ref: 412    Recommendations Approved

3 (three) Private Hire Vehicle Licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 05/04/2018

Effective from: 03/04/2018

Decision:

3 (three) Private Hire Vehicle Licences were immediately suspended because half year vehicle tests were not submitted.

Wards affected: (All Wards);


29/03/2018 - OD/17/90 Temporary Closure of Wolsey Art Gallery ref: 413    Recommendations Approved

Ipswich Borough Council will be closing the Wolsey Art Gallery from Monday 23rd April – Tuesday 8th May 2018.

 

The Wolsey Art Gallery will reopen on Wednesday 9th May 2018

Decision Maker: Officer Decision

Decision published: 05/04/2018

Effective from: 29/03/2018

Decision:

The temporary gallery closure is required for the following reasons:

 

1. The Wolsey’s Angels exhibition will have come to an end.

2. The closure of the gallery is required to safely remove the collections we have on loan.

3. A number of artworks in the Ipswich Borough Councils collections will need to be rehung elsewhere in the gallery. Closure of the gallery will ensure the security of the artworks and museum staff at this time.

4. The rehang of works will accommodate approximately 70% of the floor area of the Wolsey Art Gallery so will require the allocated time to complete.

5. Temporary structures will be removed from the gallery as part of the redisplay. Closure of the gallery enables the removal of the temporary structures to be delivered efficiently and safely.

Wards affected: St Margaret's;


06/03/2018 - Declarations of Interest ref: 393    Recommendations Approved

Decision Maker: Executive

Made at meeting: 06/03/2018 - Executive

Decision published: 03/04/2018

Effective from: 06/03/2018

Decision:

Councillors M Cook and MacDonald, being employees of BT, declared a disclosable pecuniary interest in Agenda Item 13 (E/17/15 - Procurement of Replacement Wide Area Computer Network) and left the room during the consideration of this item.

 

Councillor Rudkin, whose spouse was an employee of BT, declared a disclosable pecuniary interest in Agenda Item 13 (E/17/15 - Procurement of Replacement Wide Area Computer Network) and left the room during the consideration of this item.

 

The Chief Executive, Mr Williams, declared a prejudicial interest in Agenda Item 26 (E/17/84 – Orwell Quay Option and Car Park Opportunity in Central Ipswich) as a director of the University of Suffolk and left the room during the consideration of this item.

 


06/03/2018 - E/17/74 Suffolk's Framework for Inclusive Growth ref: 394    Recommendations Approved

Decision Maker: Executive

Made at meeting: 06/03/2018 - Executive

Decision published: 03/04/2018

Effective from: 06/03/2018

Decision:

155.1   Councillor Ellesmere explained that the Suffolk Framework for Inclusive Growth had been developed as part of the collaborative work on devolution and had been funded from a Central Government ‘Transformation Challenge Award’. The framework highlighted the A14 corridor and the area around Ipswich as the key areas for economic growth and so it was an important document for Ipswich Borough Council.

 

It was RESOLVED:

 

a)        that the contents of the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 to the report) be noted;

 

b)           that the Plan at page 3 of the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 to the report) be supported as the appropriate plan for the strategic distribution of growth across Suffolk;

 

c)           that the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 to the report)  should be used to: (a) inform County-wide work on the use of ‘Pooled Business Rates’; (b) support and inform responses to third party consultations on growth and infrastructure; and, (c) support and prioritise - on a local and county-wide basis -  funding bids for infrastructure to the LEP and other bodies (be they national or regional);

 

d)           that future versions of Local Plans for Ipswich Borough have due regard to the contents of the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 to the report) and the full AECOM report referred to at paragraph 1.5 of the report; and

 

e)           that the Chief Executive write to the other 7 Council’s in Suffolk to inform them of the Borough Council’s position (i.e. Recommendations 13.1 to 13.4 above).

 

Reasons: To make it clear as to the status to be given to the Suffolk’s Framework for Inclusive Growth, what it will be used for in the future and that the Council’s position should be appropriately communicated to the other councils in Suffolk.


26/03/2018 - OD/17/87 Sub-Compact Sweepers ref: 410    Recommendations Approved

Ipswich Borough Council requires two sub-compact sweepers, to provide enhanced Town Centre and footway sweeping.

 

Following a competitive procurement process, four quotations were returned and evaluated. The highest scoring tender was from Nilfisk Ltd at a total cost of £78,000.00p

Decision Maker: Officer Decision

Decision published: 29/03/2018

Effective from: 26/03/2018

Decision:

To purchase two Nilfisk sub-compact sweepers.

 

Reason

To provide an enhanced level of street cleansing on footways and within the town centre in the most safe, efficient and cost effective manner.

Wards affected: (All Wards);


20/03/2018 - OD/17/86 Pedestrian Sweepers ref: 409    Recommendations Approved

Ipswich Borough Council requires two pedestrian sweepers, to provide enhanced Town Centre cleansing.

 

Following a competitive procurement process, three quotations were returned and evaluated. The highest scoring tender was from Trafalgar Cleaning Equipment Ltd at a total cost of £35,834.00

Decision Maker: Officer Decision

Decision published: 29/03/2018

Effective from: 20/03/2018

Decision:

Decision

To purchase two pedestrian sweepers including a service contract from Trafalgar Cleaning Equipment Ltd.

 

Reason

To provide an enhanced level of street cleansing in the town centre in the most safe, efficient and cost effective manner.

Wards affected: Alexandra; St Margaret's; Westgate;


21/03/2018 - OD/17/85 RTPI Units ref: 408    Recommendations Approved

The Council holds funds provided in accordance with legal agreements made under Section 106 of the Town and Country Planning Act 1990 from the developers of the development at 7-11 Great Whip Street and the development at Griffin Wharf, and the agreements allow for the expenditure of these funds to be used for the provision of RTPI units to serve each of the sites.

 

The Council decided on 1st March 2018 (within officer decision form ref: OD/17/76) to use some of each of these Section 106 funds for the provision of RTPI units at the locations listed below, and also included for the provision of some advertising style bus shelters at several locations, including two of those listed below, and to relocate a planter at a bus stop on Duke Street, and placed a total cap on expenditure of £69,670. The decision also waived the requirement for competition within the Council’s Contract Standing Orders.

 

1. Vernon Street (inbound), adjacent to former Old Bell PH.

2. Vernon Street (inbound), adjacent to bus gate at junction with Wherstead Road.

3. Wherstead Rd (inbound), on approach to roundabout with Hawes Street.

 

The £69,670 figure referred to above relates only to the provision of the advertising style bus shelters and the purpose of this officer decision form is to authorise the expenditure of a sum of £30,000 with SCC for the three RTPI units and up to a maximum of £2,000 to relocate the planter at the bus stop on Duke Street.

 

The main alternative option would be not to provide the RTPI units. However, this would not support to the Council’s public transport objectives.

Decision Maker: Officer Decision

Decision published: 29/03/2018

Effective from: 21/03/2018

Decision:

DECISION: Further to officer decision ref: OD/17/76, to authorise the use of some of each of the above Section 106 funds – to a maximum value of £32,000 in total – to provide RTPI units (with and via SCC) at the bus stops listed above, and to relocate the planter at the outbound bus stop on Duke Street outside Travelodge Hotel.

Wards affected: Bridge;


28/03/2018 - OD/17/84 Cornhill condition survey appointment ref: 407    Recommendations Approved

Prior to repair and refurbishment works for 1 Cornhill (The old Post Office), IBC require the services of a conservation Architect to survey the building.

 

Quotes were received from Purcell and Nicholas Jacob Architects (NJA). One other Architect declined due to work commitments. These firms were approached due to their conservation/ heritage experience.

 

NJA offered the most economically advantageous tender for a total fee of £16,975.

Decision Maker: Officer Decision

Decision published: 29/03/2018

Effective from: 28/03/2018

Decision:

Decision: To award the Contract to NJA

 

Reason: To enable works to proceed within given timescales.

Wards affected: Alexandra;


19/03/2018 - OD/17/83 Whitehouse Road Contract ref: 406    Recommendations Approved

An open procurement process using Suffolk e-sourcing was undertaken for the alteration and single storey extension at 17 Whitehouse Road IP1 5LS.

 

Five contractors expressed an interest and accepted the invitation to tender.

Decision Maker: Officer Decision

Decision published: 26/03/2018

Effective from: 19/03/2018

Decision:

All five submitted compliant bids, the successful contractor’s bid was £41,794.00. Bids were evaluated on cost and quality, the successfully bidder achieved a quality score of 23.25%, giving a combined cost and quality score of 83.25%.

 

The contractor has provided a complete tender submission and was able to demonstrate they had the technical expertise to undertake the works.

Wards affected: (All Wards);


22/03/2018 - OD/17/82 Suspension of private hire vehicle driver's licence ref: 405    Recommendations Approved

A driver informed the Council that he had been disqualified from driving by the Magistrates’ Court.

Decision Maker: Officer Decision

Decision published: 23/03/2018

Effective from: 22/03/2018

Decision:

A requisite of having a Private Hire Vehicle Driver’s licence is that the holder also has a DVLA Driving Licence therefore his Private Hire Vehicle Driver’s licence was immediately suspended.

Wards affected: (All Wards);


16/03/2018 - OD/17/81 Appoint B W for trenching ref: 404    Recommendations Approved

Ipswich Borough Council require to procure a contractor to undertake trench and cable ducting works along Princes St in preparation for a UKPN connection. This will facilitate the increased power demand for the Cornhill redevelopment.

 

Three companies were asked to quote for the works against the specification. Two companies declined to tender for the works. Brooks and Wood provided a quote to the value of £37,110.00. This price has been checked by an independent Quantity Surveyor and is deemed good value for money.

Decision Maker: Officer Decision

Decision published: 19/03/2018

Effective from: 16/03/2018

Decision:

Decision: To award the Contract to Brooks and Wood.

 

Reason: To deliver the construction works on site.

Wards affected: Alexandra;


15/03/2018 - OD/17/80 GI survey MSCP ref: 403    Recommendations Approved

Ipswich Borough Council are required to undertake a ground investigation in order to assess the ground conditions for the construction of a multi storey car park at Princes Street.

 

Four Geoenvironmental Consultancies have quoted for the service in accordance with the ground investigation brief. The most economically advantageous bid was provided by Harrison group Ltd. To the value of £11,995.20

Decision Maker: Officer Decision

Decision published: 19/03/2018

Effective from: 15/03/2018

Decision:

Decision: To award the Contract to Harrison Group.

 

Reason: Harrison Group demonstrated the best value for money and a competitive lead in time for works to commence.

Wards affected: Gipping;


06/03/2018 - OD/17/79 Appoint Castons for SEP ref: 402    Recommendations Approved

Ipswich Borough Council require to appoint a Lead Consultant for the development of infrastructure at Sproughton Enterprise Park.

 

After an invite to tender was issued under the NHS Shared Business Services Framework Agreement, Castons Chartered Surveyors submitted the most economically advantageous bid.

 

The contract value is for the sum of £90,450.

Decision Maker: Officer Decision

Decision published: 19/03/2018

Effective from: 06/03/2018

Decision:

Decision: To award the contract to Castons Chartered Surveyors.

 

Reason: To provide Infrastructure Consultancy Services


13/03/2018 - OD/17/78 Mini Excavator ref: 401    Recommendations Approved

Purpose:

Ipswich Borough Council requires a mini-excavator, along with a trailer and buckets (associated equipment) in order to deliver the capital play equipment programme.

 

Following a competitive procurement process, three quotations were returned and evaluated. The highest scoring tender was from Ben Burgess & Co at a total cost of £24,019.70.

Decision Maker: Officer Decision

Decision published: 15/03/2018

Effective from: 13/03/2018

Decision:

Decision:

To purchase a mini-excavator and associated equipment from Ben Burgess & Co

 

Reason:

To enable the digging element of capital play equipment programme to be delivered in the most safe, efficient and cost effective manner.

Wards affected: (All Wards);


14/02/2018 - OD/17/77 Cornhill Marketing Agency ref: 400    Recommendations Approved

As part of the Cornhill redevelopment project, Ipswich Borough Council (IBC) required a communications and marketing agency experienced in retail marketing to support us during the period of works to help attract and retain footfall, support growth in retail and leisure spend, and ensure a positive message is promoted that Ipswich is Open.

 

The work includes design of hoarding which is to be erected around the construction site and a PR campaign to attract new shoppers and visitors to Ipswich as part of an integrated marketing campaign.

 

This appointment has been out to tender for which there were 4 tender returns. The highest scoring tender was from Pier Marketing who will be able to provide an all-inclusive approach for marketing, PR and design work for £60,000 plus VAT.

 

Pier will subcontract the manufacture and installation of the hoarding panels to Hudson Signs at a value of £15,000 plus VAT.

Decision Maker: Officer Decision

Decision published: 15/03/2018

Effective from: 14/02/2018

Decision:

Decision: To award the Contract to Pier Marketing.

 

Reason: To be able to deliver the project in a timely and cost efficient manner.

Wards affected: Alexandra;


01/03/2018 - OD/17/76 Bus shelter (Advertising Style) ref: 399    Recommendations Approved

As part of its wider objectives to encourage the usage of public transport, the Council provides a number of bus shelters in various locations across Ipswich and supports the provision of Real Time Passenger Information (RTPI) units by Suffolk County Council (SCC).

 

The Council also has a legal agreement with Clear Channel UK Ltd (who trade as Adshel) for the provision, by them, of advertising style bus shelters and this was the subject of a previous competitive tendering exercise.

 

The Council has now decided to use some of each of these Section 106 funds for the provision of new bus shelters and/or RTPI units at the locations listed below.

 

1. Duke Street (outbound), outside Travelodge Hotel (includes the relocation of the existing planter to the opposite side of the hotel car park entrance at an estimated maximum cost of £500) – new bus shelter.

2. Vernon Street (inbound), adjacent to former Old Bell PH – new bus shelter and RTPI unit.

3. Vernon Street (inbound), adjacent to bus gate at junction with Wherstead Road – RTPI unit

4. Hawes Street (outbound), on approach to roundabout with Wherstead Road – new bus shelter.

5. Wherstead Rd (inbound), on approach to roundabout with Hawes Street – new bus shelter & RTPI unit.

The main alternative option would be not to provide the bus shelters and/or RTPI units. However, this would not support to the Council’s public transport objectives.

 

In respect of the proposed bus shelter on Duke Street, a consultation with the Travelodge Hotel was undertaken owing to the close proximity that the shelter would have to their building, but no objections were received. The permission of SCC as Highway Authority for the new bus shelters and the relocation of the planter on Duke Street has been sought and obtained. The RTPI units will be installed by SCC and so no permission has been sought from them for this.

 

On this occasion, the Council proposes to purchase advertising style bus shelters from Clear Channel UK Ltd at a cost of up to £69,670 (includes installation & electric connection) and for these to be incorporated within the legal agreement with them as, in the long-term, the income generated to the Council will be greater than the additional cost incurred (funded via s106 monies) to install the shelters.

Decision Maker: Officer Decision

Decision published: 15/03/2018

Effective from: 01/03/2018

Decision:

DECISIONS:

To authorise the use of some of each of the above Section 106 funds – to a maximum value of £69,670 in total – to provide RTPI units (with and via SCC), to relocate the planter at the bus stop on Duke Street, and, in accordance with the Local Government (Miscellaneous Provisions) Act 1953 and subject to advertising consent, to fund new advertising style bus shelters provided by Clear Channel UK Ltd in all cases at the bus stops listed above; and to, having regard to previous market testing, the restrictions on the use of the s106 funding and the level of cost per shelter, to waive the requirement for competition within the Council’s CSOs.

Wards affected: Bridge; Holywells;


14/03/2018 - OD/17/74 Creative Screen Sector Consultancy ref: 398    Recommendations Approved

Ipswich Borough Council requires consultancy services to undertake a sector development study for the screen industries in Ipswich.

 

An open tender was issued and there were three tender returns from regional and national companies to provide the specified services to IBC.

 

The highest scoring tender was from Nordicity who achieved the highest score on the quality element of the evaluation process and were also the most economically advantageous tender.

 

The contract value is for £14,575 plus VAT.

Decision Maker: Officer Decision

Decision published: 14/03/2018

Effective from: 14/03/2018

Decision:

Decision: To award the contract to Nordicity for the above value (£14,575 plus VAT).

 

Reason: To provide an evidence based approach to foster and develop the creative screen sector in Ipswich, establishing Ipswich as a creative screen industry cluster.

Wards affected: (All Wards);


07/02/2018 - OD/17/75 Consultant for Museum HLF ref: 397    Recommendations Approved

Ipswich Borough Council require an Interpretation and Activity consultant for the Museum HLF project to complete the HLF application form and to outline activity and business plan documents. Outcomes of this will include:-

 

·         Audience engagement and plans to increase visitors, that will include the learning and participation elements.

 

·         Interpretation plans for the protection of building, both the fabric and services, as well as the internal layout.

 

Following a quotation process, Julia Holberry Associates, achieved the highest score and were therefore the most economically advantageous tenderer.

 

The contract value is for the sum of £13,850 plus VAT.

Decision Maker: Officer Decision

Decision published: 14/03/2018

Effective from: 07/02/2018

Decision:

Decision: To award the contract to Julia Holberry Associates.

 

Reason: To provide interpretation and activity services for the stage 1 HLF bid for the Ipswich Museum project.

Wards affected: Westgate;


05/03/2018 - OD/17/73 AQ source apportionment study ref: 395    Recommendations Approved

Environmental Protection require a contractor to carry out a source apportionment and transport intervention study as part of producing the new Air Quality Action plan, to meet the legal duty on the Council under the Environment Act 1995.

 

A competitive tender process was held and evaluated. The tender demonstrating a high level of technical experience, appropriate methodology, economic viability and project timeframes was accepted.

The contract is for a one off study to be undertaken during Spring 2018 utilising available budget within Environmental Protection for 2017/18, this is for the sum of £14,150 (Ex VAT).

Decision Maker: Officer Decision

Decision published: 14/03/2018

Effective from: 05/03/2018

Decision:

Decision:

To appoint WSP UK Ltd

 

Alternative options conceded and why rejected:

The possibility of undertaking this work in-house was rejected as the team do not currently have the capacity or resources to carry out the work.

 

List of background papers:

Declaration of air quality management areas Executive report E/17/31

Wards affected: (All Wards);


01/03/2018 - OD/17/71 Immediate Suspension of a Private Hire Vehicle Licence ref: 392    Recommendations Approved

A Private Hire Vehicle was presented for a half year test at the Council’s approved garage and the garage identified 3 faults with the vehicle which rendered it un-roadworthy.

Decision Maker: Officer Decision

Decision published: 05/03/2018

Effective from: 01/03/2018

Decision:

The vehicle licence was suspended with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


05/03/2018 - OD/17/72 suspension of private hire vehicle licence ref: 391    Recommendations Approved

A Private Hire Vehicle licence was presented for a half year test at the Council’s approved garage and the garage identified a fault with the vehicle which rendered it un-roadworthy.

Decision Maker: Officer Decision

Decision published: 05/03/2018

Effective from: 05/03/2018

Decision:

The vehicle licence was suspended with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


21/02/2018 - OD/17/70 Tender for Tyre Fitment and Supply ref: 389    Recommendations Approved

The procurement of another three year contract for tyre fitment and supply needs to be approved.

 

The requirements will have been subject to a commercial tender, the results of which will be reported with recommendations.

Decision Maker: Officer Decision

Decision published: 21/02/2018

Effective from: 01/03/2018

Decision:

Following the tendering process, it is proposed to award the 3-year contract for 2018-2021 to Supplier A as identified in exempt Appendix 1.

 

Reason: Two bids were received and assessed. Supplier A (as identified in exempt Appendix 1) was considered the best bid when assessed against published criteria.

 

 

Lead officer: Ondraya Plowman


15/02/2018 - OD/17/69 Architect Appointment ref: 388    Recommendations Approved

 

Ipswich Borough Council is due to refurbish an existing redundant care home into a Homeless Family Unit during 2018.

To deliver the project, the Council needs to appoint a lead consultant (Architect) to deliver the scheme.

This appointment has been out to tender for which there were 6 tender returns.

The highest scoring tender was from Nick Jacob Architects who will be able to provide an all-inclusive lead consultancy and architectural services, inclusive of contract administration, planning and building control fees and M&E advisory services for £58,015.

 

Decision Maker: Officer Decision

Decision published: 15/02/2018

Effective from: 15/02/2018

Decision:

 

Decision: To award the Contract to Nick Jacobs Architects.

 

Reason: To be able to deliver the project in a timely and cost efficient manner.

 

Wards affected: Rushmere;


07/02/2018 - OD-17-68 contaminated land assessments ref: 387    Recommendations Approved

Environmental Protection require a contractor to carry out contaminated land assessments of sites identified to meet the legal duty on the Council as part of the Contaminated land strategy.

 

A competitive tender process was held and the most economically advantageous tender was accepted. The contract is for a period of 3 years utilising £15,000 p.a. from the existing budget.

 

Alternative options conceded and why rejected

The possibility of undertaking this work in-house was rejected as the team do not currently have the capacity or resources to carry out the work.

Decision Maker: Officer Decision

Decision published: 08/02/2018

Effective from: 07/02/2018

Decision:

To appoint Environmental Protection Strategies LTD

Wards affected: (All Wards);


01/02/2018 - OD-17-67 suspension of vehicle licences ref: 386    Recommendations Approved

2 (two) Private Hire Vehicle Licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 05/02/2018

Effective from: 01/02/2018

Decision:

2 (two) Private Hire Vehicle Licences were immediately suspended because half year vehicle tests were not submitted.

 

Wards affected: (All Wards);


09/01/2018 - E/17/61 Customer Access Strategy ref: 380    Recommendations Approved

Decision Maker: Executive

Made at meeting: 09/01/2018 - Executive

Decision published: 29/01/2018

Effective from: 09/01/2018

Decision:

130.1. Councillor Ross commented that the report did not sufficiently promote the excellent work which the Customer Services Team had done to improve customer access. By December 2017, 10,000 people had signed up to MyIpswich; that number had been the target for the whole financial year. Councillor Ross noted that face to face contact was expensive to provide, however, the Council was committed to keeping it available for those who needed to use it. More Phones, PCs and a Scanning Station for public use had been introduced into the Customer Services Centre which, as well as encouraging people to try out forms of contact which were cheaper for the Council and often better for residents, experience from other local authorities suggested would be vital for the roll out of Universal Credit. Councillor Ross highlighted that the support of other services in the Council had been essential in making the changes to Customer Services effective.

 

130.2. The Customer Services Operations Manager reported that the previous Customer Access Strategy had put in place good foundations for accessing services digitally, and had led to many processes being streamlined. The new Strategy built on these successes, with even deeper integration of services, and would also prepare the Council for the impacts of the Homelessness Reduction Act and Universal Credit.

 

130.3. Councillor Ellesmere commented that this new Customer Access Strategy was important for both the Council and for residents and added that the Council remained committed to allowing residents to contact the Council face to face and by phone.

 

It was RESOLVED:

 

That Executive notes the progress and current position of Customer Access across Ipswich Borough Council and adopts the Customer Access Strategy 2018 to 2021 as recommended in Option 2 of the report.

 

Reason:  To give a corporate direction to the future development of customer services across Ipswich Borough Council.

Wards affected: (All Wards);


25/01/2018 - OD-17-66 Installation of new or replacement bus shelters ref: 385    Recommendations Approved

As part of its wider objectives to encourage the usage of public transport, the Council provides, in its own right, a number of bus shelters in various locations across Ipswich and also provides, on behalf of Suffolk County Council, bus stops, bus stop clearway restrictions and associated infrastructure. The Council receives a number of requests for the provision of new bus shelters and holds a waiting list of such sites.

 

The Council has now decided to provide a number of new or replacement bus shelters at the locations listed below, including various associated infrastructure where relevant.

 

1. Hawthorn Drive, near junction with Bunting Road – replacement of existing bus shelter.

2. Hawthorn Drive, outside Chantry Clinic – provision of new bus shelter and area of hardstanding.

3. Prince of Wales Drive, outside Halifax School – replacement of existing bus shelter.

4. Maidenhall Approach, outside Gwent House (near junction with Pembroke Close) – replacement of existing bus shelter.

5. Maidenhall Approach, near junction with Belstead Avenue – replacement of existing bus shelter and provision of new area of hardstanding.

6. Lindbergh Road, outside no. 129 (opposite Malcolm Road) – provision of new bus shelter with bus stop clearway restriction.

7. Renfrew Road, outside no. 81, near junction with Aberdeen Way – provision of new bus shelter, area of hardstanding and bus stop clearway restriction.

8. Renfrew Road, outside no. 78 – provision of new bus shelter, area of hardstanding and bus stop clearway restriction.

 

The main alternative option would be not to provide the bus shelters (except at the bus stop listed on Lindbergh Road where the provision is a planning condition relating to the nearby housing development on Malcolm Road).

 

Where new bus shelters are being installed at bus stops that do not currently have a bus shelter, a consultation has been undertaken with affected residents and businesses and no written objections have been received. The permission of Suffolk County Council as Highway Authority has been sought and obtained. The procurement of the bus shelters and necessary civil engineering works have been the subject of a competitive tender exercise.

Decision Maker: Officer Decision

Decision published: 29/01/2018

Effective from: 25/01/2018

Decision:

In accordance with the Local Government (Miscellaneous Provisions) Act 1953, to install new or replacement bus shelters with associated infrastructure at the bus stops listed above.

Wards affected: Bridge; Priory Heath; Rushmere; Sprites;


17/01/2018 - OD-17-65 Immediate Suspension of Hackney Carriage Vehicle Licence ref: 384    Recommendations Approved

4 (four) hackney carriage vehicle licences were immediately suspended

Decision Maker: Officer Decision

Decision published: 22/01/2018

Effective from: 17/01/2018

Decision:

4 (four) hackney carriage vehicle licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


10/01/2018 - OD-17-64 Professional University Fees ref: 383    Recommendations Approved

The Council supports professional training at Anglia Ruskin University for three Officers who were appointed to professional career grade posts to allow them to study for qualifications relevant to their job and career path.

Decision Maker: Officer Decision

Decision published: 17/01/2018

Effective from: 10/01/2018

Decision:

The total cost is £13,875 per annum for the three officers.

Wards affected: (All Wards);


09/01/2018 - OD-17-63 suspension of vehicle licence ref: 381    Recommendations Approved

Immediate Suspension of Private Hire Vehicle Licence

Decision Maker: Officer Decision

Decision published: 11/01/2018

Effective from: 09/01/2018

Decision:

1 (one) private hire vehicle licences were immediately suspended because the vehicle proprietors had failed to submit valid insurance details.

Wards affected: (All Wards);


05/01/2018 - OD-17-62 CCTV Wireless Survey ref: 379    Recommendations Approved

That Lever Technology Group to be appointed as the company to carry out a CCTV wireless survey of the Town, provide a specification of works needed and a post implementation audit. 3 competitive quotations were sought from wireless survey providers. Scoring on cost, quality and proven experience, Lever Technology Group scored highest.

 

In preparation of procuring a Service Provider or consortium of Service Providers for the delivery of a fit for purpose, and legally compliant Borough wide CCTV system upgrade, IBC needs to first complete a CCTV wireless survey to confirm feasibility of digital coverage and to determine what requirements and specifications are actually required.

 

The current CCTV maintenance contract has been extended till January 2019 ( see earlier decision notice). This provides a timeframe for procuring a new provider for an upgraded CCTV system. Before any of the works can be completed a Wireless survey is required to determine the current infrastructure in the Town. This will allow for IBC to understand what wireless connectivity we currently have and will inform the work and specification required for the procurement of an upgraded system.

 

Do nothing was rejected as an option because this would not deliver the anticipated operational savings and improved performance expected from this upgrade.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

The Lever Technology Group quote is the most competitively priced at £37,855 and have proven experience in delivery, which minimises this risk and is economically in the best interests of the Council. In addition this company gains no advantage as they would not be able to bid for the CCTV upgrading work.

Wards affected: (All Wards);


05/01/2018 - OD-17-61 Bus Service 13 Subsidy ref: 378    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018. This includes the withdrawal of the last journey of the day, Monday to Saturday, at 23:00 on Service 13, which serves the Chantry area of Ipswich via Hawthorn Drive.

 

The Council has decided to fund the continuation of this service for a 4 ½ year period. The cost for this is £4,041 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Alexandra; Gipping; Sprites;


05/01/2018 - OD-17-60 Bus Service 9 – Subsidy ref: 377    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018. This includes the withdrawal of the last journey of the day, Monday to Saturday, at 23:10 on Service 9, which serves the Whitton and Castle Hill areas of Ipswich via Norwich Road and also includes the route of Service 10.

 

The Council has decided to fund the continuation of this service for a 4 ½ year period. The cost for this is £4,118 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Castle Hill; St Margaret's; Westgate; Whitehouse; Whitton;


05/01/2018 - OD-17-59 Bus Service 8 Subsidy ref: 376    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018. This includes the withdrawal of the last journey of the day, Monday to Saturday, at 23:00 on Service 8, which serves the Whitehouse area of Ipswich via Bramford Road.

 

The Council has decided to fund the continuation of this service for a 4 ½ year period. The cost for this is £4,118 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Westgate; Whitehouse;


05/01/2018 - OD-17-58 Bus Service 5E ref: 375    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018.

 

This includes a change to the Monday to Saturday evening services currently provided by Service X5 (Heath Road Hospital via Foxhall Road) and Service 6A (Heath Road Hospital via Sidegate Lane and Renfrew Road). These services will be replaced at these times by new service 5E but this will not operate at 22:55 so the current last journeys of the day are being withdrawn.

 

The Council has decided to fund the continuation of a bus service for these areas as Service 5E for a 4 ½ year period. The cost for this is £4,118 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Alexandra; Bixley; Holywells; Rushmere; St John's;


04/01/2018 - OD-17-57 Bus Service Changes by Ipswich Buses Ltd ref: 374    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018. This includes the withdrawal of:

 

* Service 14, which operates between the town centre and the Gippeswyk Park area.

* Service 12 after approximately 20:00. This service operates between the town centre and the Cambridge Drive part of the Chantry estate.

* All services on Sundays after approximately 20:00.

 

The Council has decided to request Suffolk County Council (SCC) to carry out a competitive tendering process on the Council’s behalf and, subject to the results of that process and assuming no changes by other bus operators to their commercially operated bus services, to enter into the necessary number of Service Subsidy Agreements with the relevant bus operator(s) to provide replacement services for the bus services above for a 4 ½ year period.

 

In respect of Sunday evenings, the following services will be replaced:

i) Service 2 – in order to serve Ravenswood

ii) Service 5E – Foxhall Road and then to also cover the Rushmere estate

iii) Service 8 – Whitehouse via Bramford Road

iv) Service 9 – Whitton/Castle Hill via Norwich Road. This also covers the route of Service 10

v) Service 12 – Chantry (Cambridge Drive)

vi) Service 13 – Chantry

vii) Service 15 – as far as Thorington Park via Maidenhall and Stoke Park

viii) Service 15A or 66 – Dickens Road and London Road corridor.

 

The main alternative option would be not to subsidise the services in question.

 

The Council has also decided to enter into Service Subsidy Agreements with Ipswich Buses Ltd to replace the last journeys at approximately 23:00, Monday to Saturday, on services 5E, 8, 9 and 13 but these are covered by separate officer decision forms.

 

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 04/01/2018

Decision:

To maintain bus services subject to appropriate procurement processes being followed.

 

To request SCC to carry out a competitive tendering exercise in accordance with the Transport Act 1985 and, subject to the results of that tender and any possible changes to other commercially operated bus services, to enter into the necessary number of Service Subsidy Agreements with the relevant bus operator(s) to provide the bus services referred to in this form, with such variations to the timetable, route, frequency and fare structure as are considered appropriate, from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from any one or more of the agreements with 3 months notice.

Wards affected: (All Wards);


08/01/2018 - OD-17-56 Loan of objects from the Ipswich Borough Council collections ref: 373    Recommendations Approved

This decision relates to two extensions of existing loans and three new loan requests.

 

Leighton House Museum, London (LO.2011.14)

 

Pompeian tripod table, late 19th century.

 

This loan commenced in October 2011 and was renewed in October 2014 for a further three-year period. The decision is for an extension of the loan for a further three years to October 2020.

 

Leighton House Museum is a prestigious central London venue. It was the home and studio of the Victorian artist Frederic Lord Leighton and has been a museum since 1929. The table is on display in the Arab Hall, one of the principal exhibition spaces at the venue. Leighton House Museum.

 

The National Horseracing Museum, Newmarket (LO.2015.2)

 

Jan Wyck ‘Hawking Party’, c.1700, oil on canvas (R.1935-304)

 

This loan commenced in April 2016 and is currently for a two-year period until April 2018. The decision is to extend the loan from 1st April 2018 for a further two year period.

 

British Museum (Dept. of Britain, Europe & Prehistory) (LO2018.04)

 

This request is for a group of approximately 470 artefacts which were found in the late 1940s and early 1950s in several gravel pits at Barnham Heath, south of Thetford. The excavations were undertaken by Basil Brown on behalf of Ipswich Museum.

 

the Brecklands Palaeolithic Project would like to borrow the Barnham Heath artefacts for a new technological and typological study.

 

The results of the research would be made available to Ipswich Museum and would enhance our current documentation of this site.

 

Time and Tide Museum of Great Yarmouth Life (LO2018.05)

John Constable (1776 – 1837)

 

·         ‘Brighton Beach, study’, 1825, ink and wash (R.1925-112)

·         ‘The Windmill’, undated, pencil drawing (R.1940-26.1)

 

This loan request is for a temporary exhibition, ‘Changing Tides: Visions of a Norfolk Coast’ at one of the ten sites operated by Norfolk Museums Service (NMS).

 

Both works are in good condition. Neither have previously been out on loan as far as is known.

 

The Munnings Art Museum, Dedham (LO2018.06)

Sir Alfred Munnings (1878 – 1959)

“H.M. King George V on his pony ‘Jock’ at Sandringham”, 1937, oil on canvas (R.1936-350)

 

This loan request is for a temporary exhibition which celebrates the 250th anniversary of the Royal Academy of which Munnings was president from 1944-49. One of the themes of the exhibition will be aspects of power and patronage.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 08/01/2018

Decision:

The following are to be loaned:

 

Leighton House Museum, London (LO.2011.14)

Pompeian tripod table, late 19th century.

Loan commences: 31 October 2017

Loan ends: 31 October 2020

 

 

The National Horseracing Museum, Newmarket (LO.2015.2)

Jan Wyck ‘Hawking Party’, c.1700, oil on canvas (R.1935-304)

Loan commences: 1 April 2018

Loan ends: 1 April 2021

 

 

British Museum (Dept. of Britain, Europe & Prehistory) (LO2018.04)

470 Prehistoric artefacts from Barnham Heath

Loan commences: 1 April 2018

Loan ends: 30 September 2018

 

 

Time and Tide Museum of Great Yarmouth Life (LO2018.05)

John Constable (1776 – 1837)

·         ‘Brighton Beach, study’, 1825, ink and wash (R.1925-112)

·         ‘The Windmill’, undated, pencil drawing (R.1940-26.1)

Loan commences: 26 May 2018

Loan ends: 9 September 2018

 

 

The Munnings Art Museum, Dedham (LO2018.06)

Sir Alfred Munnings (1878 – 1959)

“H.M. King George V on his pony ‘Jock’ at Sandringham”, 1937, oil on canvas (R.1936-350)

Loan commences: 1 March 2018

Loan ends: 5 November 2018

Wards affected: (All Wards);


03/01/2018 - OD-17-55 Appointment of a Clerk of Works for the Cornhill regeneration scheme ref: 372    Recommendations Approved

Ipswich Borough Council require a Clerk of Works for the Cornhill regeneration project to monitor the contractor and ensure the works on site meets the high standard of quality demanded for this prominent town centre public realm scheme.

 

After an open tender was issued to Clerk of Works consultancies, four quotations were returned.

 

The winning consultant, John Burke Associates, achieved the highest score on the quality element of the evaluation process and were also the most economically advantageous tenderer.

Decision Maker: Officer Decision

Decision published: 05/01/2018

Effective from: 03/01/2018

Decision:

Decision: To award the contract to John Burke Associates. The contract value is for the sum of £18,400 plus VAT.

 

Reason: To provide Clerk of Work services for the duration of the Cornhill regeneration scheme.

Wards affected: Alexandra;


28/12/2017 - OD-17-51 Bus Service 14 ref: 371    For Determination

Ipswich Buses Ltd operate a bus service (Service 14) between Ipswich town centre and the Gippeswyk Park area. Changes made in September 2016 meant that this service only operated 3 return journeys per day on Saturdays, which operated 2 hours apart. The Council became aware of complaints from members of the public that this level of service was insufficient and therefore in December 2016 the Council decided (via a previous officer decision form – 23.12.2016) to subsidise an additional 3 return journeys per day on Saturdays so as to result in an hourly service between approximately 10am and 3pm. This was to run on a trial basis for 6 months at a cost to the Council of £145 per day of operation. The Council further decided (via a previous officer decision form – 26.6.2017) to extend the trial of these additional 3 journeys for up to another 6 months.

 

The Council has now been informed by Ipswich Buses that it intends to cease the operation of Service 14 from 18th February 2018. As such, it has been decided to further extend the provision of these additional 3 journeys for another seven Saturdays so that the period of operation of the Council’s subsidy of these specific journeys will coincide with the operation of the rest of this service.

 

The main alternative option would be not to subsidise the additional journeys. Whilst there is a financial cost to the Council of subsidising bus services which has to be taken into account, in this case the Council’s policies on encouraging the use of sustainable transport are considered to justify the subsidy of the specific journeys for this bus service on the basis stated.

Decision Maker: Officer Decision

Decision published: 04/01/2018

Effective from: 28/12/2017

Decision:

To enter into a Service Subsidy Agreement with Ipswich Buses Ltd in respect of Service 14 for the provision of an additional 3 return journeys per day on Saturdays for a further period of seven Saturdays from 6th January 2018 to 17th February 2018 inclusive.

Wards affected: Gipping; Sprites;


12/12/2017 - OD-17-54 Gipping House roof repair ref: 370    Recommendations Approved

Part of the main roof at the Council’s operational depot, Gipping House, required substantial repair to ensure the building was watertight.

Decision Maker: Officer Decision

Decision published: 03/01/2018

Effective from: 12/12/2017

Decision:

An order was placed with the most economically advantageous tender that was received in the sum of £54,400.00. The cost to the Council is £44,400.00 due to a contribution by a third party.

 

Alternative options considered and why rejected

There was no alternative options considered as the roof needed repairing to ensure the building was weather proof and safe for ongoing use

Wards affected: Gipping;


22/11/2017 - OD-17-53 Appointment of Videcom to carry out one year’s maintenance work (CCTV) ref: 369    Recommendations Approved

A 12 month CCTV maintenance contract has been awarded to the existing supplier to enable Ipswich Borough Council the time needed to undertake a full review of the current system and a competitive procurement process.

 

The contract award has been made under section 3.2 as it is economically in the best interests of the Council.

 

Videcom has provided this service for the last 15 years but are nearing the end of the contract period allowed within their initial contract.

 

Current expenditure for provision of these services is circa £30k per annum.

Decision Maker: Officer Decision

Decision published: 03/01/2018

Effective from: 22/11/2017

Decision:

Decision: To approve the appointment of Videcom for the purposes of maintaining the current CCTV system run by Ipswich Borough Council.

 

Reason: To enable a full evaluation of options to upgrade from an analogue to a digital system.

Wards affected: (All Wards);


20/12/2017 - OD-17-52 Contract with Wilks Head & Eve ref: 368    Recommendations Approved

 

 The DCLG require each local authority to provide an estimate of their Non-Domestic Rates income for the 2018/19 financial year. This forecast includes a section to record the potential losses from rateable value appeals.

 

 

The SRP partners (Ipswich, Babergh & Mid Suffolk) have appointed Wilks Head and Eve to undertake a forensic analysis of the current 2017 rating list to provide a forecast on the potential losses from appeal.

 

Contract Standing Orders have been waived in line with the constitution because the cost for Ipswich would be less than the £10k limit. It also ensures a continued consistent approach to providing an appeal provision across SRP and avoids the added costs of undertaking a procurement exercise for the 3 authorities.

 

Decision Maker: Officer Decision

Decision published: 03/01/2018

Effective from: 20/12/2017

Decision:

Decision: To approve the appointment of Wilks Head & Eve.

 

Reason: To provide an analysis of the potential losses on Non-Domestic rateable value appeals for Ipswich Borough Council, Babergh District Council and Mid Suffolk District Council

Wards affected: (All Wards);


14/12/2017 - OD-17-50 Sproughton Enterprise Park – Demolition Works ref: 366    Recommendations Approved

Ipswich Borough Council Executive originally approved the appointment of GBM Demolition Ltd on 5th September 2017, to undertake the necessary demolition works at the site. The scheme was to be funded from the existing budget within the 2017/18 capital programme.

 

Following commencement of demolition works there is significantly more contaminated materials to be removed than anticipated. The additional costs is estimated to be £136,000.00.

 

The value is below the threshold for a Key Decision.

Decision Maker: Officer Decision

Decision published: 18/12/2017

Effective from: 14/12/2017

Decision:

Decision: To waive contract standing orders.

 

Reason: The utilisation of the existing contractor on site is the most expedient way to deal with an urgent health and safety issue.

 

Decision: To appoint GBM Demolition Ltd at an additional spend of up to £136,000.00.

 

Reason: It is necessary to remove the contaminated waste from the site as a matter of urgency. Failure to undertake the removal works will result in silo demolition works halting on site, contractor demobilisation, existing mechanical plant being removed from site and extension of the contract period and additional costs to the Council.


13/12/2017 - OD-17-49 Revocation of Hackney Carriage Driver’s Licence ref: 365    Recommendations Approved

A hackney carriage driver informed the Council of an illness. As a result of the illness he did not meet the DVLA Group 2 medical standards of fitness to drive.

Decision Maker: Officer Decision

Decision published: 13/12/2017

Effective from: 13/12/2017

Decision:

His hackney carriage driver’s licence was revoked in the interest of public saftey.

Wards affected: (All Wards);


29/11/2017 - OD-17-48 Ipswich Waterfront Innovation Centre - Revenue Grant ref: 364    Recommendations Approved

Ipswich Waterfront Innovation Centre (IWIC) supports the Ipswich Borough Council Economic Strategy and Implementation Plan’s focus on jobs and skills in Ipswich. In particular, to support innovation and business growth.

 

On 17th September 2013 the updated Implementation Plan to accompany the Ipswich Economic Strategy 2012 -2026 was adopted by Executive.

 

13.3 That Executive authorises the Head of Development and Public Protection, in consultation with the Portfolio Holder for Planning and Economic Development, to negotiate and approve all final project delivery plans associated with the adopted Implementation Plan where this can be done in accordance with his existing delegations, Contract Standing Orders and Procurement rules and providing the amounts for each project shown in Appendix 1 are not exceeded.

 

Appendix 1, the implementation plan, allocated £120K revenue for the Innovation Centre. IWIC completed refurbishment in October 2016 the IWIC manager and supporting staff were appointed in full in 2017.

Decision Maker: Officer Decision

Decision published: 04/12/2017

Effective from: 29/11/2017

Decision:

Decision

Ipswich Borough Council will invest £120,000 over three years to contribute to the revenue costs of IWIC (circa £150Kp.a)

 

Reason for Recommendation

There is an allocated budget of £120K in Economic Development to support the revenue costs of IWIC. The PH and Leader of the Council are supportive of the proposal.

Wards affected: (All Wards);


28/11/2017 - OD-17-47 Appointment of supplier for Electric charging points ref: 363    Recommendations Approved

Ipswich Borough Council requires a provider of electric vehicle charging points to enable delivery of car park projects.

 

Following a procurement exercise, an ESPO framework contract will be utilised (#ESPO 636) to provide the supply of the equipment.

 

The framework adheres to all public procurement regulations, the supplier being used is JoJu Solar.

Decision Maker: Officer Decision

Decision published: 04/12/2017

Effective from: 28/11/2017

Decision:

Decision: To approve the appointment of JoJu solar suing the ESPO framework.

 

Reason: To enable construction of the development.

 

The contract cost to IBC is £29,700.00p plus VAT.

Wards affected: St Margaret's;


03/11/2017 - OD-17-46 Falcon Street Traffic Queues – Enforcement Funding ref: 362    Recommendations Approved

 

 Officers are aware that on Saturdays in the run up to Christmas the demand for parking in the Buttermarket Shopping Centre car park exceeds the supply, approximately between about 10am and 3pm, and this results in people unlawfully causing an unnecessary obstruction of the road as they queue on Falcon Street waiting to get into the car park. This is causing a very significant delay to other traffic, especially buses, which frustrates the transport policies of both the Council and Suffolk County Council (SCC) in respect of wanting to encourage the use of public transport.

 

Decision Maker: Officer Decision

Decision published: 27/11/2017

Effective from: 03/11/2017

Decision:

 

Following discussions with representatives of the police, Ipswich Buses, First Eastern Counties Buses, SCC and the Buttermarket Shopping Centre, it has been agreed that, as a short-term measure, the Council and SCC will equally share the cost of funding the provision of two Police Community Support Officers (PCSOs) from 10am to 3pm on Saturdays in this location to address this issue up to and including 23rd December 2017.

 

The total cost will not exceed £3,200 (so £1,600 to the Borough Council). This is dependent on the availability of PCSOs at these times so the actual cost may be less than this.

 

An alternative option of using civilian enforcement was considered as this would cost less but was considered unsuitable as only the police can require drivers not to queue on the highway.

 

The Borough Council’s share of this funding can be met through the Public Transport Initiatives budget.

 

Wards affected: Alexandra;


16/11/2017 - OD-17-45 Revocation of Hackney Carriage Driver’s Licence ref: 361    Recommendations Approved

 

 A Hackney Carriage driver informed the Council of an illness. As a result of the illness he did not meet the DVLA Group 2 medical standards of fitness to drive.

 

Decision Maker: Officer Decision

Decision published: 27/11/2017

Effective from: 16/11/2017

Decision:

His hackney carriage driver’s licence was revoked in the interest of public safety.

Wards affected: (All Wards);


09/11/2017 - OD-17-44 Appt of Employers Agent for Cauldwell Hall Rd ref: 360    Recommendations Approved

Ipswich Borough Council requires a specialist Employers agent company to provide suitable project supervision, Quantity Surveyor and contractual administration services, for the proposed social housing development at the old No. 79 Cauldwell Gospel hall church site in Cauldwell Hall road in Ipswich.

 

Following an open tendering exercise and the return quotations from local and national companies, to provide the necessary services to IBC, eighteen quotes were returned and evaluated for the provision of the specified services.

 

The Second lowest supplier (Hyams QS Ltd.) achieved the Highest cumulative assessment mark (60% cost and 40% quality) and are an experienced & established local Employers Agent company with recent knowledge in the field of Social housing developments, including direct contracts for IBC.

Decision Maker: Officer Decision

Decision published: 27/11/2017

Effective from: 09/11/2017

Decision:

 

 Decision: To approve the appointment of Hyams QS Ltd.

 

 The contract cost to IBC is £17,150.00p plus VAT for the services required.

 

Wards affected: St John's;


02/11/2017 - OD-17-43 Periodic Test & Inspection of Electrical Installations (Fixed Wire) ref: 359    Recommendations Approved

Ipswich Borough Council requires an Electrical Contractor to undertake Periodic Test & Inspection of Electrical Installations (Fixed Wire) at various Ipswich Borough Council properties.

 

Following a competitive procurement process, two quotes were returned and evaluated for the provision of the Periodic Test & Inspection of Electrical Installations (Fixed Wire).

Decision Maker: Officer Decision

Decision published: 03/11/2017

Effective from: 02/11/2017

Decision:

Decision: To approve the appointment Electrical Contractor.

 

The winning Contractor was Optimum Controls Services Ltd who was the most economically advantageous tenderer.

 

The contract value is £19,201.50 plus VAT per year, one year with possibility of being extended for up to two years in increments of 12 months, subject to performance.

 

Wards affected: (All Wards);


01/11/2017 - OD-17-42 Gutter and Drain Clearance Contract for Ipswich Borough Council ref: 358    Recommendations Approved

Ipswich Borough Council requires a specialist Contractor to undertake routine gutter and drain clearance at various Ipswich Borough Council properties.

 

Following a competitive procurement process, four quotes were returned and evaluated for the provision of the routine gutter and drain clearance services.

Decision Maker: Officer Decision

Decision published: 02/11/2017

Effective from: 01/11/2017

Decision:

Decision: To approve the appointment specialist gutter and drain clearance Contractor.

 

The winning Contractor was Drain Doctor – East Anglia who was the most economically advantageous tenderer.

 

The contract value is £25,100.00 plus VAT per year, for one year with the possibility of being extended for up to two years in increments of 12 months, subject to performance and further officer decisions.

Wards affected: (All Wards);


01/11/2017 - OD-17-41 Condition survey of Ipswich Museum roof. ref: 357    Recommendations Approved

Ipswich Borough Council requires a condition survey of Ipswich Museum roof finishes and structure.

 

Following a competitive procurement process, two quotes were returned and evaluated for the provision of the condition survey.

Decision Maker: Officer Decision

Decision published: 02/11/2017

Effective from: 01/11/2017

Decision:

Decision: To approve the appointment Consultant.

 

The winning Consultant was Hilary Brightman Conservation Architect who was the most economically advantageous tenderer.

 

The contract value is £11,978.52 plus VAT for the undertaking of condition survey and production of survey documentation.

 

Wards affected: Westgate;


01/11/2017 - OD-17-40 Condition survey of Crown Pools. ref: 356    Recommendations Approved

Ipswich Borough Council requires a condition survey of Crown Pools fabric and structure (including mechanical and electrical items) together with costed planned maintenance schedule.

 

Following a competitive procurement process, three quotes were returned and evaluated for the provision of the condition survey.

Decision Maker: Officer Decision

Decision published: 02/11/2017

Effective from: 01/11/2017

Decision:

The winning Consultant was NPS Property Consultants Ltd who was the most economically advantageous tenderer.

 

The contract value is £40,710.00 plus VAT for the undertaking of condition survey and production of survey documentation.

 

Decision: To approve the appointment Consultant.

 

 

Wards affected: Westgate;


01/11/2017 - OD-17-39 Appointment of specialist property consultants ref: 355    Recommendations Approved

The Council needs to appoint specialist property consultants to advise in a specialist property transaction. There are few consultants with the necessary experience and expertise in this specialist field. Lambert Smith Hampton have in excess of 25 years of experience in dealing with this specialist area and are best placed to advice the Council. The consultant fee structure is success related and as such fees will only be incurred in the event that a property transaction proceeds. The estimated fee is £35,000.

Decision Maker: Officer Decision

Decision published: 01/11/2017

Effective from: 01/11/2017

Decision:

The decision is therefore to waive contract standing orders in the appointment of specialist property consultants to ensure that the Council receives the appropriate advice, expertise and experience in this matter.

Wards affected: (All Wards);


19/10/2017 - OD-17-37 Soil and Bund Removal Works – Former Sugar Factory, Sproughton Road ref: 353    Recommendations Approved

Ipswich Borough Council are required to undertake soil and bund removal works at the Former Sugar Beet Factory, Sproughton Road to prevent badgers creating setts in the ground, which could delay the redevelopment of the site.

 

After an open tender was issued to appropriate contractors, four quotations were returned for the works.

 

The winning consultant, GBM Demolition Ltd, was the most economically advantageous tenderer.

 

The contract value is for the sum of £17,089 plus VAT.

Decision Maker: Officer Decision

Decision published: 27/10/2017

Effective from: 19/10/2017

Decision:

To award the contract to GBM Demolition Ltd

 

To enable the soil and bund removal works


19/10/2017 - OD-17-36 Erection of Peregrine Falcon Nesting tower – Former Sugar Beet Factory, Sproughton Road ref: 352    Recommendations Approved

Ipswich Borough Council are required to erect a 30 metre tower to provide an alternative nesting site for Peregrine Falcons to mitigate the loss of the silos at the Former British Sugar factory, which will be demolished as part of the redevelopment of the site.

 

After an open tender was issued for the supply and erection of the tower, one quotation was returned from Bellcorp Ltd for the sum of £37,489.20 plus VAT.

Decision Maker: Officer Decision

Decision published: 27/10/2017

Effective from: 19/10/2017

Decision:

 

To award the contract to Bellcorp Ltd.

 

It is mandatory for Ipswich Borough Council to provide an alternative nesting site for the Peregrine Falcons as they are a protected species. The tower needs to be erected before the end of November, when demolition commences on the silos.

 


05/10/2017 - OD-17-35 St Elizabeth Hospice Art Trail 2019 Sponsorship ref: 351    Recommendations Approved

St Elizabeth Hospice are running a similar event with a working title of ‘Art Trail 2019’ which is to be held in Ipswich for 12 weeks during the summer of 2019. It will comprise around 50 individually designed large fibreglass sculptures and 100 medium sized school and community group sculptures which will be located across central Ipswich.

 

St Elizabeth Hospice is again working in partnership with Wild in Art to procure sponsorship and to be the main beneficiary from a charity auction of the sculptures following the event in the autumn of 2019.

 

It is proposed that Ipswich Borough Council become a Supporting Partner to the 2019 Art Trail.

 

Investment

• £17,000 ‘cash’ and £12,000 of ‘value in kind’ all plus appropriate VAT

 

Reason for Recommendation

The tourism sector is of significant importance to Ipswich with an annual value to the economy of over £248m and supporting over 4,800 jobs (7.6% of total employment in Ipswich). This sculpture trail will bring significant numbers of people into the town centre aiding its vibrancy in summer 2019. The additional events held in the town centre (as against an out-of-town location in 2016) will have an economic benefit and be beneficial to the profile (etc) of the Town Hall / Corn Exchange complex.

Decision Maker: Officer Decision

Decision published: 27/10/2017

Effective from: 05/10/2017

Decision:

To agree sponsorship of the event and for the Chief Executive to sign the sponsorship agreement with all bar £2,000 of the payments to be made during 2017/18 - subject to the ability to claw-back of up to 66% of the funds paid in the event that the Agreement is terminated during financial year 2017/18 and 33% during 2018/19 in the event that the Agreement is terminated during that financial year (with the other £2,000 due in 2018/19).

Wards affected: (All Wards);


10/10/2017 - OD-17-34 Purchase of Tenancy Sustainability Module from Experian ref: 350    Recommendations Approved

Ipswich Borough Council are members of the Rental Exchange and sharing Tenant’s rent payment information with Experian every month. By providing this information through the Rental Exchange, we wish to use Experian’s Tenancy Sustainability service to access a tailored summary of every tenant’s current and previous credit payment data.

Decision Maker: Officer Decision

Decision published: 27/10/2017

Effective from: 10/10/2017

Decision:

The information this would provide us will give us a holistic view of a tenant’s financial situation and help to highlight and mitigate risks in advance of the full roll out of Universal Credit, identifying those who would be highly likely to miss payments so that we could offer money/budgeting advice or support.

 

Cost £18,845 plus VAT which includes:

Up to 9,000 records: £15,145

Annual Licence: £1,200

Initial Set up fee: £2,500

Wards affected: (All Wards);


18/10/2017 - OD-17-33 Aids and Adaptation Design Works Contract Award ref: 349    Recommendations Approved

 

 An open procurement process using Suffolk e-sourcing was undertaken seeking a contractor for the design of Aids and Adaptation works across the borough.

 

Decision Maker: Officer Decision

Decision published: 27/10/2017

Effective from: 18/10/2017

Decision:

Four contractors expressed an interest and accepted the invitation to tender. All four submitted compliant bids, the successful contractor’s bid was £18,625.00. Bids were evaluated on cost and quality, the successfully bidder achieved the highest quality score. Combined with cost and quality the successful bidder scored 81.08% with the overall score of bidders dropping to 56.9% for the lowest scoring bidder.

 

The contractor has provided a complete tender submission and was able to demonstrate they had the technical expertise to undertake the design works.

Wards affected: (All Wards);


23/10/2017 - OD-17-32 Park & Ride – Sundays Before Christmas Operation ref: 348    Recommendations Approved

In order to promote the economy of the town centre in the run up to Christmas, and given that the Council’s Crown short-stay car park will still be partially closed during this period whilst a new multi-storey car park is constructed.

 

The cost for this is £6,600 and will be arranged directly with the operator of the service, First Eastern Counties Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended). Suffolk County Council (SCC) are funding the provision of the service on late night shopping Thursdays covering the same period. There is an associated cost of £1,305 for opening and closing the two Park & Ride sites and cleaning the site buildings, which is being arranged via SCC.

Decision Maker: Officer Decision

Decision published: 27/10/2017

Effective from: 23/10/2017

Decision:

It has been decided to fund the provision of the Ipswich Park & Ride service (Service 800) on Sundays for the 6 Sundays before Christmas which will cover the period from when the Christmas lights are switched on. The service will operate on a 20 minute frequency from 9am to 5pm between the two Park & Ride sites.

 

Wards affected: Alexandra;


19/10/2017 - OD-17-38 Phase II Archaeology – Former Sugar Factory, Sproughton Road ref: 354    Recommendations Approved

Ipswich Borough Council are required to undertake Phase II Archaeology investigations at the Former Sugar Beet Factory site on Sproughton Road, following a brief prepared by Suffolk County Council Archaeological Services. This is a requirement to support the planning application for the redevelopment of the site.

 

After an open tender was issued to archaeological consultants, two quotations were returned for the investigation works.

 

Decision Maker: Officer Decision

Decision published: 27/10/2017

Effective from: 19/10/2017

Decision:

The winning consultant, Archaeological Solutions, was the most economically advantageous tenderer.

 

The contract value is for the sum of £15,028 plus VAT.


03/10/2017 - OD-17-31 Remembrance Day Parade Sunday 12th November 2017 ref: 347    Recommendations Approved

This year the date falls on Sunday 12th November.

 

The opening of Christchurch Mansion to visitors will be delayed until approximately 13:30 to allow invited guests to have refreshments in the Great Hall and the Wolsey Art Gallery.

 

The Museum Service will place signs on the external doors alerting members of the public to the delayed opening of Christchurch Mansion and will liaise with the Marketing Department to ensure the website details are up to date and the delayed opening is communicated as widely as possible. This event is run in partnership with the Mayors Department.

Decision Maker: Officer Decision

Decision published: 05/10/2017

Effective from: 03/10/2017

Decision:

Christchurch Park and Mansion hosts the annual Remembrance Day Parade.

Wards affected: (All Wards);


08/09/2017 - OD-17-30 Loan of bones to Stoke High School from the Ipswich Borough Council collections ref: 346    Recommendations Approved

This decision relates to a loan request from the following:

 

Stoke High School, Ipswich (LO.2017.12)

 

This request is part of a joint interpretation project between the Museum and Stoke High School. It relates to the mammoth and other Ice Age mammal bones that were found during the construction of the school in 1976.

 

The loan would be for three years in the first instance with the possibility of renewal. This would be a good opportunity to work with a local school whose pupils may not have had much interaction with Ipswich Museum in the past. As well as a curator visiting the school, the pupils would be invited to come to Ipswich Museum to research the specimens and write the display text.

 

Decision Maker: Officer Decision

Decision published: 05/10/2017

Effective from: 08/09/2017

Decision:

This decision relates to a loan request from the following:

 

A selection of Pleistocene (Ice Age) mammal bones including mammoth.

 

To enable the Ipswich collections to be used for an educational project with an Ipswich school, and for the Museum Service to continue to promote the Ipswich Museums with local schools

Wards affected: (All Wards);


08/09/2017 - OD-17-29 Loan of Gainsborough painting to the Princeton University Art Museum, USA ref: 345    Recommendations Approved

This decision relates to a loan request from the following:

 

Princeton University Art Museum, USA (via the National Portrait Gallery, London) (LO.2018.1)

 

This painting is described as ‘a miniature’ as it measures only 76 by 114 mm. It is currently in store.

 

The Princeton University Art Museum has an international reputation for mounting international loan exhibitions as well as meeting national museum standards for facilities and security procedures.

 

This venue is the second for the exhibition ‘Gainsborough’s Family Album’ and Ipswich Borough Council has previously agreed to the painting being shown at the first – the National Portrait Gallery, London – from 22 November 2018 – 3 February 2019. It is worth adding that the NPG have agreed to lend Ipswich the portrait of Cardinal Wolsey for the forthcoming exhibition ‘Thomas Wolsey; Ipswich’s Greatest Son’.

 

We have requested that the National Portrait Gallery pay for the painting to be re-framed and cleaned before it goes on loan to the NPG. Depending on the circumstances nearer the time, this work will be displayed in Christchurch Mansion before or after it goes out on loan.

 

This would be an unaccompanied loan to Princeton in view of the distance involved and consequently the amount of time that a member of the CIMS staff would need to be away from Ipswich. Instead it has been proposed and agreed with the National Portrait Gallery that they will provide and cover the costs of an accredited conservator to courier, install, de-install and return courier. Specific requirements to be discussed and detailed in the loan agreement.

Decision Maker: Officer Decision

Decision published: 05/10/2017

Effective from: 08/09/2017

Decision:

The following to be loaned:

 

Thomas Gainsborough (1727-1788), ‘Margaret Gainsborough, the Artist's Wife’, late 1770s, oil on paper laid down on panel (R.1955-126)

 

Loan commences: 23 February 2019

Loan ends: 5 June 2019

 

To enable the Ipswich collections to contribute to an international exhibition and to continue the Museum Service’s partnership working with a network of cultural organisations.

Wards affected: (All Wards);


08/09/2017 - OD-17-28 Loan of Gainsborough art to the Hamburger Kunsthalle, Germany ref: 344    Recommendations Approved

This decision relates to a loan request from the following:

 

Hamburger Kunsthalle, Germany (LO.2018.3)

 

This loan request is for a temporary exhibition, ‘Gainsborough: The Landscape of the Modern World’ at one of Germany’s largest and most prestigious museums, the Hamburger Kunsthalle. The requested works are all by Thomas Gainsborough and three are currently on display in the Wolsey Art Gallery. (‘Cottage Door with Girl and Pigs’ is currently in store.)

 

However, by the time of the proposed loan in 2018 the Wolsey Art Gallery will have been re-hung to accommodate the enhanced Wolsey exhibition and all four works will be off display. Their place will have been taken by several Gainsborough portraits which will either be brought out of store or from the existing display in the Suffolk Artists gallery.

 

This is a major international exhibition and it is important for the Ipswich Borough Council Collection to be represented. There are also opportunities for increasing our understanding of Gainsborough’s work by participating in the exhibition and promoting Ipswich as a cultural tourism destination.

Decision Maker: Officer Decision

Decision published: 05/10/2017

Effective from: 08/09/2017

Decision:

The following to be loaned:

 

Thomas Gainsborough (1727-1788) (4):

·         Holywells Park, Ipswich, 1748-50, oil on canvas, (R.1992-5)

·         View near the Coast, 1750-55, oil on canvas (R.1941-76)

·         A Pool in the Woods, 1750-55, oil on canvas, (R.1924-81

·         Cottage Door with Girl and Pigs, c. 1786, oil on canvas, (R.1982-91)

 

Loan commences: 2 March 2018

Loan ends: 3 June 2018

 

To enable the Ipswich collections to contribute to an international exhibition and to continue the Museum Service’s partnership working with a network of cultural organisations.

Wards affected: (All Wards);


08/09/2017 - OD-17-27 Loan of art to the Garden Museum, London ref: 343    Recommendations Approved

This decision relates to a loan request from the following:

 

Garden Museum, London (LO.2018.2)

 

This is a request for five works – four by Cedric Morris and one by Glyn Morgan – for a temporary exhibition entitled ‘Cedric Morris: Artist and Gardener’. This is the first major show of loaned works following the Garden Museum’s re-development project and will be the first in a series of exhibitions that studies in detail artists and their gardens.

 

 

Decision Maker: Officer Decision

Decision published: 05/10/2017

Effective from: 08/09/2017

Decision:

To loan the works of:

 

Cedric Morris (1889-1982) (4):

·         Pound Farm, 1933, oil on canvas (R.201.17.2

·         Gutted School, 1936, oil on canvas (R.2010.17.3)

·         Wartime Garden, 1944, oil on canvas (R.2010.17.4)

·         Benton End, 1947, oil on canvas (R.2010.17.5)

 

Glyn Morgan (b. 1926), ‘Cedric Morris in his Garden’ 1957, oil on board (R.1992-59)

 

Loan commences: 2 April 2018

Loan ends: 31 July 2018

 

To enable the Ipswich collections to contribute to a London-based exhibition and to continue the Museum Service’s partnership working with a network of cultural organisations.

Wards affected: (All Wards);


22/09/2017 - OD-17-25 Variation to scope of works during the adaptation of a property at Kittiwake Close ref: 341    Recommendations Approved

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was undertaken seeking a contractor for the adaptation and extension of a property at Kittiwake Close. The contract was let and works are currently progressing on site. The original scope of works excluded elements of the fitting out of the property.

 

The additional works are valued at £6,917:03 for the specialist kitchen fitting and £5,631:29 for the installation of a wet room adapted to meet the individual’s needs.

 

Alternative options considered and why rejected

The option to separately tender the works was considered, however given the needs of the tenant the delay to completion this would incur was not felt to be proportionate.

 

Another consideration was to deploy internal resources to complete the works. Currently the demand for adaption services is exceeding operational capacity. The use of internal resource to complete these works would be at the expense of other tenants waiting for adaptations to commence.

The contractor has provided a detailed cost build up for the works.

Decision Maker: Officer Decision

Decision published: 05/10/2017

Effective from: 22/09/2017

Decision:

Having reviewed the options it has been decided to include this work in the contract package as a variation.

Wards affected: Sprites;


14/09/2017 - OD-17-26 Gas Servicing & Maintenance Contract - One year extension to existing contract ref: 342    Recommendations Approved

The Gas Servicing and Maintenance contract to the Council’s Housing stock was tendered and approved by Executive on 24th July 2012. The report contained sensitive commercial information and was considered on the closed agenda.

 

It was let on a 4 year contract with an option to extend by up to 2 years. The initial 4 year period expired on the 30th September 2016 and the option to extend by 1 year was taken up on 6th June 2016. It has been decided to extend the contract by one final year. The value of the contract for one year is £1,000,000.

 

Alternative options considered and why rejected

The option to re-tender the contract was considered but given that the existing Contractor provided the most advantageous tender and they have performed and demonstrated that they capable of continuing to provide the level of service required, the option to extend the contract by a further year was considered the most economically advantageous option.

 

 

Decision Maker: Officer Decision

Decision published: 05/10/2017

Effective from: 14/09/2017

Decision:

It has been decided to extend the contract by one final year. The value of the contract for one year is £1,000,000.

 

The existing contractor has confirmed that they will accept the same terms and conditions and rates in compliance with the contract agreement, which complies with Public Contracts Regulations.

Wards affected: (All Wards);


27/09/2017 - OD-17-24 Housing Infrastructure Fund Bid ref: 340    Recommendations Approved

Executive are considering a report on 3rd October 2017 (E/17/43) titled: Ipswich Garden Suburb – Housing Infrastructure Fund.

 

That report seeks endorsement of the submission of this Bid – i.e. the decision being recorded within this Form.

 

The details of the Bid are set out within the Executive report.

 

In the event that Executive decide not to endorse the Bid then the Chief Executive will write to the Government / Homes and Communities Agency to advise them and to, effectively, withdraw the Bid.

 

The closing date for Bid submissions is 28th September 2017 and therefore the Bid needs to be submitted under delegations given to the Chief Executive – as the deadline is prior to the first Executive meeting that it was practically possible to table the submission at.

Decision Maker: Officer Decision

Decision published: 05/10/2017

Effective from: 27/09/2017

Decision:

The decision is to submit a bid to the Marginal Viability Element of the Housing Infrastructure Fund in accordance with the details set out within the Bid documentation (as summarised within Executive report (E/17/43).

 

The final Bid documents will be available, upon request, once submitted.

 

The reasons for the bid are set out within the Executive report (which is publicly available at the time of this decision).

Wards affected: Castle Hill; Rushmere; St Margaret's; Whitton;


07/07/2017 - OD-17-23 Adaptation to property at Kittiwake Close ref: 338    Recommendations Approved

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was undertaken seeking a contractor for the adaptation of a property at Kittiwake Close.

 

List any background documents

None

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

None

Decision Maker: Officer Decision

Decision published: 14/09/2017

Effective from: 07/07/2017

Decision:

Alternative options considered and why rejected

Four contractors expressed interest and accepted the invitation to tender. Only one compliant bid was received. The contractor’s bid was £36,535.20.

The contractor has provided an advantageous submission and was able to demonstrate they had the technical expertise to execute the contract. The contractor’s bid was within the cost estimate for the works and internal surveyors concluded it represented good value for money.

Wards affected: Sprites;


11/09/2017 - OD-17-22 HVAC contract in IBC operational properties. ref: 337    Recommendations Approved

Ipswich Borough Council requires a heating & ventilation engineer to undertake statutory routine test, inspection and maintenance of heating, ventilation and air conditioning equipment located at IBC operational properties.

 

Following a competitive procurement process, three quotes were returned and evaluated for the provision of the routine test, inspection and maintenance work.

 

The winning engineer was Pitkin & Ruddock who was the most economically advantageous tenderer.

 

The contract value is £22,504.00 plus VAT per year, one year with possibility of being extended for up to two years in increments of 12 months, subject to performance.

Decision Maker: Officer Decision

Decision published: 14/09/2017

Effective from: 11/09/2017

Decision:

Decision: To approve the appointment of heating & ventilation engineer.

 

The winning engineer was Pitkin & Ruddock who was the most economically advantageous tenderer.

 

Reason: To undertake routine statutory test, inspection and maintenance of heating and ventilation systems at IBC operational properties.

Wards affected: (All Wards);


30/08/2017 - OD-17-21 Refurbishment of William House Lift ref: 336    Recommendations Approved

The Lift at William House is over 30 years old and has worked in an efficient manner during this time. It is has been serviced every six months by Stannah Ltd, and also checked by Zurich six monthly.

 

Unfortunately the lift went out of service last week and we have been informed by Stannah that the main controller is beyond repair and that parts are not available for a lift of this age. The lift is out of order and there are some tenants who are struggling to use the stairs. A stair lift is available but this is slow and only a stop gap until the lift is bought back into service.

 

There are three options:

·         The controller and other small items could be replaced at a cost of £20.9K to get the lift working again but this would not be compatible with any other lift components in the future when the lift is refurbished.

 

·         Another option is to fit a new Hydroelite System as a partial refurbishment. That would be compatible with any refurbishment in the future. This option would cost £23.7K.

 

 

·         The preferred option that is to completely refurbish the lift at this point which would give guaranteed performance and prevent having to take the lift out of service in the future. This option would cost £49.6K.

Decision Maker: Officer Decision

Decision published: 11/09/2017

Effective from: 30/08/2017

Decision:

Two decisions have been made:

 

1.    Given that the lift is out of order and we have tenants struggling to get up and down the stairs it is considered appropriate to waive contract standing orders on grounds of urgency.

 

2.    To appoint Stannah Ltd to totally refurbish the lift at William House. Stannah Ltd is a contractor that has an excellent knowledge of the lift at William House. They have refurbished four lifts at sheltered schemes in the last ten years. All of these refurbishments were won on competitive tendering. This would ensure that the work is completed in the quickest possible time.

Wards affected: St Margaret's;


09/08/2017 - OD-17-20 Street Lighting Upgrades 2017/2018 ref: 335    Recommendations Approved

 

An officer decision has now been made to upgrade street lights in the following locations at an estimated cost of £16,355. This will have the benefit of providing better quality lighting and reduced running costs as modern street lights are more energy efficient. The provision of street lighting has an important effect in preventing crime and disorder. Ward councillors will be informed of the upgrades that are taking place in their area. The upgrades will be at the following locations with the IBC ward shown in brackets, but in some locations it may be the case that only some of the existing street lights will be upgraded:

 

* Cobbold Mews (ST. MARGARET’S)

* Bridleway 12 adjacent to Henniker Road (WHITEHOUSE)

* North Hill Road (ALEXANDRA).

 

The street lighting works at Cobbold Mews were originally to be carried out as part of the 2016/2017 programme (as per the officer decision form dated 24/2/2017) but these were substituted by SCC for street lighting works to the IBC street lights on footpath no. 301 from Dorset Close to Colchester Road (also in St. Margaret’s ward) owing to problems encountered at the time in attempting to do the street lighting works at Cobbold Mews, which have now been resolved. The amount quoted above includes the Dorset Close footpath street lighting works but SCC will now carry out the Cobbold Mews street lighting works.

 

Decision Maker: Officer Decision

Decision published: 11/09/2017

Effective from: 09/08/2017

Decision:

 

To exercise the Council’s powers under the Public Health Acts 1875 and 1961 to replace and upgrade some or all of the Council’s street lighting stock at the locations listed in this form.

 

Wards affected: Alexandra; St Margaret's; Whitehouse;


30/08/2017 - OD-17-19 Fire Barriers Tender Acceptance ref: 334    Recommendations Approved

 

 Why it is being made listing reasons for the decision:

To improve the fire protection within older IBC houses where no complete barrier between roof spaces exist, a procurement exercise to provide fire barriers for the 29 IBC houses where this was lacking has been completed.

 

Following an open tender on Suffolk Sourcing, the tenders have been received and evaluated and the most economically advantageous tender accepted.

 

Alternative options considered and why rejected:

It was considered whether the work could be completed by in-house resources but rejected because they are all fully committed on other works.

 

Decision Maker: Officer Decision

Decision published: 04/09/2017

Effective from: 30/08/2017

Decision:

Following an open tender on Suffolk Sourcing, the tenders have been received and evaluated and the most economically advantageous tender accepted.

Wards affected: Bridge; Gipping; Priory Heath;


04/08/2017 - OD-17-18 Ipswich Garden Suburb – Appointment of Place Services, Essex County Council ref: 333    Recommendations Approved

The Council is currently in the process of considering two outline planning applications which form part of the Ipswich Garden Suburb (IGS).

1. Ref 16/00608/OUT (1,100 homes) – Crest Site

2. Ref 14/00638/OUTFL (815 homes) – CBRE Site

 

The first detailed proposals are due to be submitted pursuant to the outline permission for 1,100 homes on the Crest site. Development is programmed to start by the end of 2017 and therefore there is already a pressure on the Council to keep pace with pre-application advice needed to inform the first wave of detailed applications which are due to be submitted by the end of Summer 2017. It is evident that the Council’s internal capacity is insufficient to deal with the pace of demand for advice which is being placed on Council resourcing.

 

It is therefore concluded that the work needs to be outsourced to a multidisciplinary team who have the capacity to respond to work as it comes in and could be appointed using the capacity funding granted to IBC.

 

Essex CC have quoted £14,704.00 for the first phase of work but further assistance on future work may also be required and would result in an increased cost. The capacity funding awarded to IBC to cover this matter totals up to £50,000.

 

It has been concluded that to go out to competitive tender would not result in any better outcomes or level of service than that offered by Essex CC. It is considered therefore that it is economically in the best interests of the Council, to appoint Essex CC in this instance

Decision Maker: Officer Decision

Decision published: 04/08/2017

Effective from: 04/08/2017

Decision:

·         Waive standing orders in this instance

 

·         Appoint Essex County Council to advise Ipswich Borough Council on detailed matters pursuant to planning applications 16/00608/OUT and – if required - 14/00638/OUTFL

 

·         To authorise the Planning and Development Operations Manager, in consultation with the Legal department, to agree the Service Level Agreement for this work.

Wards affected: Rushmere; St Margaret's; Whitton;


03/08/2017 - OD-17-17 Temporary Closure of rooms at Christchurch Mansion ref: 332    Recommendations Approved

As part of the ongoing redecoration works at Christchurch Mansion, there is a need to close the Butler’s Pantry, Estate Office and Wash House for one day to allow for decoration works to take place in G109 corridor. This closure will allow temporary scaffolding to be erected and decorating works to take place ensuring the safety of visitors to the venue and protecting the collections.

Decision Maker: Officer Decision

Decision published: 04/08/2017

Effective from: 03/08/2017

Decision:

The closure of these rooms is planned for Tuesday 8th August 2017 and will not affect visitors’ ability to enjoy the remainder of the venue.

Wards affected: (All Wards);


31/07/2017 - OD-17-16 Ground Investigation Works and Services Surveys ref: 331    Recommendations Approved

Ipswich Borough Council requires a geotechnical engineer to undertake ground investigation works and service searches at six sites to determine future viability for construction.

 

Following a competitive procurement process, four quotes were returned and evaluated for the provision of the investigation works.

 

The winning engineer was Environmental Protection Services (EPS) who was the most economically advantageous tenderer.

 

The contract value is £20990.00 plus VAT.

Decision Maker: Officer Decision

Decision published: 04/08/2017

Effective from: 31/07/2017

Decision:

To approve the appointment of the geotechnical engineer.

Wards affected: Alexandra; Gainsborough; Gipping; St John's;


25/07/2017 - OD-17-15 Town Centre Shuttle Bus Service ref: 330    Recommendations Approved

 

 A free to use shuttle bus service (Service 38) currently operates with a 20 minute frequency between IBC and SCC’s offices on Russell Road and the town centre between 7am to 7pm Monday to Friday.  SCC have recently announced that they are withdrawing their funding for this service. As it stands the service will cease on Friday 28th July 2017.

 

 The Borough Council is concerned that the impact of this decision will have a detrimental effect on town centre trade at lunchtimes given the high numbers of staff of both councils who are believed to use the shuttle bus at this time to go to town to shop (etc). In addition, the withdrawal of the service will impact on flows to and from work, businesses and school throughout much of the rest of the day.

 

The Borough Council intends to subsidise a replacement service operating from 11.30am to 2.30pm Monday to Friday on a trial basis to operate from Monday 31st July 2017 to Friday 30th March 2018.

 

Decision Maker: Officer Decision

Decision published: 31/07/2017

Effective from: 25/07/2017

Decision:

(i) In accordance with the Transport Act 1985 (as amended) and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 and 2004, to enter into a Service Subsidy Agreement with Ipswich Buses Ltd for the provision of a free to use shuttle bus service (Service 37) (to a maximum value of £18,000) between Russell Road and the town centre between 11.30am and 2.30pm Monday to Friday for a trial period from Monday 31st July 2017 to Friday 30th March 2018, (ii) to waive the requirement in CSOs for competition on this occasion for the reasons stated

 

Wards affected: Alexandra; Gipping;


28/06/2017 - OD-17-14 Sproughton Enterprise Park - Appointment of Legal Advisers ref: 326    Recommendations Approved

It is necessary to appoint suitably qualified solicitors to act for the Council on the potential sale / lease of land on the Sproughton Enterprise Park. Two quotes have been obtained with Mills and Reeve providing the most economically advantageous quote alongside appropriate experience as well as the capacity to deliver to the necessary timescales.

Decision Maker: Officer Decision

Decision published: 19/07/2017

Effective from: 28/06/2017

Decision:

Two formal decisions have been made:

·         To exempt the selection of suitable solicitors from the usual process outlined in Contract Standing Orders (two quotes obtained from large firms which have experience in projects of similar size and complexity on behalf of IBC or one of its wholly owned companies, instead of three) on grounds of being in the best economic interests of the Council (failure to appoint suitable solicitors urgently could result in loss of significant capital receipt)

·         To appoint Mills and Reeve to act for the Council in relation to the sale / lease of two plots on Sproughton Enterprise Park at a cost of £24,500


06/07/2017 - OD-17-13 Sheltered scheme installation of heat sensors - exemption from Contract Standing Orders and appointment of contractor. ref: 322    Recommendations Approved

The Council wishes to add heat sensors to the smoke detectors already in place in the communal kitchens of its sheltered housing.

Decision Maker: Officer Decision

Decision published: 17/07/2017

Effective from: 06/07/2017

Decision:

Two decisions have been made:

 

1)    Given national concerned regarding fire safety it is considered appropriate to waive contract standing orders on grounds of urgency in order to provide further reassurance and protection to tenants.

 

2)    To appoint English Security at agreed rates to install the heat sensors in sheltered schemes. English Security are a contractor that has a good knowledge of IBC sheltered schemes having delivered various contract works over a number of years and have specialist knowledge of the fire systems installed. This would ensure that the work is completed in the quickest possible time.

 

Wards affected: Gainsborough; Gipping; Priory Heath; Rushmere; St Margaret's; Whitehouse;


01/07/2017 - OD-17-12 Rough sleeping grant fund ref: 321    Recommendations Approved

To award four contracts utilising the DCLG Rough Sleeping Grant held by Ipswich Borough Council on behalf of IBC and Suffolk Coastal DC

Decision Maker: Officer Decision

Decision published: 14/07/2017

Effective from: 01/07/2017

Decision:

The Contracts are awarded as follows:

 

Street Outreach – awarded to Ipswich Housing Action Group and Anglia Care Trust £68,000 following competitive process.

 

Short Term Emergency Provision - Genesis Housing £95,266.

 

Mental Health Link Worker - could effectively only be provided by the Norfolk and Suffolk Foundation Trust due to the need to access records of individuals :£86,465 therefore this award was exempted from Contract Standing Orders.

 

Financial Capability - Anglia Care Trust £12,000 following competitive process.

Wards affected: (All Wards);


03/04/2017 - OD-17-11 Rough Sleeper Project Grant Award ref: 320    Recommendations Approved

The project requires the acceptance of £331,719 over a 2 year period from the Department of Communities and Local Government for a multi-agency response to rough sleeping in the Town.

 

The Department of Communities and Local Government issued a letter to the Chief Executive offering a grant to Ipswich Borough Council and Suffolk Coastal District Council of £331,719 to address rough sleeping. A steering group of service providers has been established with the Ipswich Local Housing partnership led by Ipswich Borough Council.

 

Why it is being made listing reasons for the decision

Rough sleeping is increasing and is a concern. The last count in November 2017 showed a 70% annual increase to 27 people. The Council works with the Ipswich Local Housing partnership to address all causes of homelessness and rough sleeping and ensure that these people are supported back into the community. This award will be a significant help in resourcing additional services.

Decision Maker: Officer Decision

Decision published: 14/07/2017

Effective from: 03/04/2017

Decision:

 

 

The project requires the acceptance of £331,719 over a 2 year period from the Department of Communities and Local Government for a multi-agency response to rough sleeping in the Town.

Wards affected: (All Wards);


11/07/2017 - E/17/17 Ipswich Borough Council Housing Strategy ref: 328    For Determination

To agree:

·  The Housing Strategy Document in principle

·  For the Housing Strategy 2017-2022 to go out to Public Consultation

·  For the Housing Strategy to go to Full Council for comment following a period of consultation and to go to Executive for adoption

Decision Maker: Executive

Made at meeting: 11/07/2017 - Executive

Decision published: 11/07/2017

Effective from: 11/07/2017

Decision:

33.1 Councillor MacDonald introduced the report and informed Executive that

        the report outlined the process for developing a new Housing Strategy

        and the associated public consultation.

 

33.2 Commenting further, Councillor MacDonald went on to say that the new

        Housing Strategy identified four key priorities:-

 

·                     Enabling building of houses of all tenures

·                     Improving the quality of existing housing, especially private rented

·                     Meeting the housing needs of all communities and meeting the challenges of an ageing  population

·                     Prevention of homelessness and rough sleeping

 

33.3 Councillor Jones stated that she was pleased to see that the privately

        rented sector was included in the priority for improving the quality of 

        existing housing.

 

It was RESOLVED:

 

(i)           that the draft Housing Strategy (at Appendix 1 of the report ) be approved for public consultation and consideration by full Council, and the Head of Housing and Community Services be  authorised to take all necessary steps to consult on the Strategy, including making any minor amendments as necessary prior to consultation.

 

Reason: To enable an informed decision on the content of a new Housing Strategy

 

(ii)          that, subject to (i) above, Executive notes that the draft Housing Strategy will be considered by full Council at its meeting on 20 September 2017.

 

Reason: To ensure all Councillors are able to influence the Strategy

 

(iii)         that the Head of Housing and Community Services  be authorised to analyse the results of consultation and bring a further report with the revised Strategy to Executive.

 

Reason: To enable the results of consultation to be considered and a final Strategy to be adopted

Wards affected: (All Wards);

Lead officer: Caroline Elias-Stephenson


23/06/2017 - OD/17/10 Extension of existing maintenance contract by 12 months ref: 319    Recommendations Approved

Ipswich Borough Council currently contracts its repair and maintenance work for the operational estate with RG Carter Ipswich Ltd, the contract was originally let in 2013 for a four year term. The contract is due to expire on 31st of July 2017.

 

IBC has decided to extend the contract by a further 12 months, due to the following reasons:

 

·         The current contractor’s prices are based on the agreed national Schedule of Rates, with their agreed tendered uplift (so prices are set).

 

·         The contractors build quality, response times and Health and Safety record are all satisfactory.

 

 

The value of the contract extension is £150,000.

Decision Maker: Officer Decision

Decision published: 10/07/2017

Effective from: 23/06/2017

Decision:

Decision: To extend the term of the Maintenance contract by 12 months.

 

Reason: To enable maintenance works to continue on the Council’s operational estate.

Wards affected: (All Wards);


21/06/2017 - OD/17/09 Increase of Purchase Order value on existing Project management contract ref: 318    Recommendations Approved

Ipswich Borough Council has contracted with a local Quantity Surveyor (Gill Associates), to provide a call off Project management service to an agreed hourly rate.

 

The contract commenced on 23rd May 2016 and is due to expire on 22nd November 2017.

 

Due to increased workload, the purchase order value needs to be increased by £12,000.

Decision Maker: Officer Decision

Decision published: 10/07/2017

Effective from: 21/06/2017

Decision:

Decision: To increase the value of the purchase order.

 

Reason: To provide project management consultant for delivery of capital schemes.

Wards affected: (All Wards);


28/06/2017 - OD-17-07 Sheldrake Drive Ramp ref: 316    Recommendations Approved

Why is it being made listing reasons for the decision

A ramp to provide access to flats in Sheldrake Drive currently only accessible by concrete steps, has been designed and tendered with the view to complete works to allow better access for disabled persons and elderly persons and allow easier access for all for moving wheelie bins etc. The tenders have been received and evaluated and the most economically advantageous tender of £24,270 accepted. This will be funded from the HRA Planned Maintenance Programme.

 

Alternative options considered and why rejected

It was considered whether the work could be completed by in-house resources but rejected because they were all fully committed on other works.

 

List any background documents

n/a

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

n/a

 

Anyone who has been consulted during the decision making process

The Leader and Housing Portfolio Holder

Decision Maker: Officer Decision

Decision published: 29/06/2017

Effective from: 28/06/2017

Decision:

Decision: The tenders have been received and evaluated and the most economically advantageous tender of £24,270 accepted. This will be funded from the HRA Planned Maintenance Programme.

 

Wards affected: Sprites;


27/06/2017 - OD-17-06 Appointment contractor to replace the boiler at Fore St Baths ref: 315    Recommendations Approved

Ipswich Borough Council requires a contractor to replace the boiler at Fore St. Baths as part of its capital repair programme.

 

Following a competitive procurement process, three quotes were returned and evaluated for the provision of the engineering works.

 

The winning supplier (Columbus Plumbing and Heating Services Ltd.) was the most economically advantageous tenderer.

 

The contract value is £39,896.00 plus VAT.

 

Decision Maker: Officer Decision

Decision published: 29/06/2017

Effective from: 27/06/2017

Decision:

Decision: To approve the appointment of the contractor.

 

Reason: To provide mechanical installation services for the boiler replacement.

Wards affected: Alexandra;


26/06/2017 - OD-17-08 Bus Service 14 - Subsidy of Saturday Services ref: 317    Recommendations Approved

Ipswich Buses Ltd operate a bus service (Service 14) between Ipswich town centre and Gippeswyk Park area. Changes made in September 2016 meant that this service only operated 3 return journeys per day on Saturdays, which operated 2 hours apart. The Council became aware of complaints from members of the public that this level of service was insufficient and therefore in December 2016 the Council decided (via a previous officer decision form – 23.12.2016) to subsidise an additional 3 return journeys per day on Saturdays so as to result in an hourly service between approximately 10am and 3pm. This was to run on a trial basis for 6 months at a cost to the Council of £145 per day of operation.

 

Following consultation with the Portfolio Holder for Environment & Transport, it has been decided that the trial of these additional 3 journeys should be extended for up to another 6 months.

 

The main alternative option would be not to subsidise the additional journeys. Whilst there is a financial cost to the Council of subsidising bus services which has to be taken into account, in this case the Council’s policies on encouraging the use of sustainable transport are considered to justify the subsidy of the specific journeys for this bus service on a further trial basis.

Decision Maker: Officer Decision

Decision published: 29/06/2017

Effective from: 26/06/2017

Decision:

Decision: To enter into a Service Subsidy Agreement with Ipswich Buses Ltd in respect of Service 14 for the provision of an additional 3 return journeys per day on Saturdays for a further trial period of a maximum of 6 months.

Wards affected: Gipping; Sprites;


16/06/2017 - OD-17-05 Appointment of consultant to carry out planning consultancy work ref: 314    Recommendations Approved

The delivery of a detailed and robust approach to the planning process is required for the successful delivery of Sproughton Enterprise Park (SEP).

 

There is an opportunity to achieve an early sale for a substantial part of the Sproughton site. This would be the first sale on the site and will bring economic development benefits, a substantial capital receipt and help kick start the delivery of the Enterprise Park.

 

However to secure the investment the Council and investors will need to meet a very tight delivery programme. The delivery of the relevant planning permissions at the appropriate times is critical to this. The Council does not have sufficient in-house resource to achieve these timescales and therefore it is prosed to appoint consultants to provide this service which will include preparation and submission of the EIA scoping request, outline planning application, detailed planning application and related matters.

 

David Locke Associates (DLA) following their appointment in December 2016 as a result of a tendering process, prepared the Masterplan for the SEP and have extensive knowledge of the site. Given the tight timescales and DLA already extensive knowledge of the site and expertise in this area it is proposed to appoint DLA to undertake the planning work without a competitive tender.

 

A delay to the appointment of a consultant would considerably impact on the delivery programme and would put in jeopardy the successful leasing and sale of a large portion of the site potentially costing the Council considerable sums of money. Therefore it is considered that it would be in the economic interests of the Council to waive Contract Standing Orders under Part 4 Section 9 Sub section 1, paragraph 3.2. This course of action is considered to be the most expedient and efficient management of the service because it is a matter of urgency and a delay would be likely to lead to financial loss.

 

By appointing the DLA, the Council will be able to de risk the project as they have extensive knowledge of the site and the deliverables behind the scheme and stand the best chance of meeting the tight timescales for delivery.

 

DLA have provided a quotation of £65,600 for provision of these services. These costs will be capitalised and be met from the capital allocation for the Sproughton scheme in 2017/18.

 

 

Decision Maker: Officer Decision

Decision published: 22/06/2017

Effective from: 16/06/2017

Decision:

Decision: To approve the appointment of DLA for the purposes of preparing the Sproughton Enterprise Park EIA scoping, outline planning application, detailed planning application and related matters.

 

Reason: To enable the planning applications to be submitted in a timely manner.


19/06/2017 - OD-17-04 Appointment of Architectural advice for Regent Theatre ref: 313    Recommendations Approved

Ipswich Borough Council requires an Architectural company to provide advice, tender design drawings and contract administration for works at the Regent Theatre.

 

Following a competitive procurement process, three quotes were returned and evaluated for the provision of the Architectural consultant duties.

 

The winning supplier (KLH Architecture) was the most economically advantageous tenderer. KLH Architecture has previous experience working within the theatre.

 

The contract value (fixed fee) is £18,250 plus VAT.

Decision Maker: Officer Decision

Decision published: 22/06/2017

Effective from: 19/06/2017

Decision:

Decision: To approve the appointment of the Architect.

 

Reason: To provide design drawings and contract administration to progress the re-development of the customer experience at the Regent Theatre.

Wards affected: Alexandra; St Margaret's; Westgate;


15/06/2017 - OD-17-03 Procurement of van for Waste Services ref: 312    Recommendations Approved

The current van being used for delivering bins and bags and collecting clinical waste has reached the end of its cost effective operational life.

 

Having considered the merits and benefits of the options considered, namely comparing price and specification of suitable vehicles and after consultation with officers from Finance and Procurement and the Transport Manager, all of whom are in agreement, the decision has been taken to order a Fiat Ducato Maxi 35 at a cost of £22,685.25

Decision Maker: Officer Decision

Decision published: 22/06/2017

Effective from: 15/06/2017

Decision:

Decision: To order a Fiat Ducato Maxi 35 at a cost of £22,685.25

Wards affected: (All Wards);


14/06/2017 - OD-17-02 Appointment of Architect for new GP Surgery on Old Norwich road ref: 311    Recommendations Approved

Ipswich Borough Council requires an Architectural company to provide suitable planning application & tender design drawings, for the proposed surgery area at the Old Took’s Bakery site in Old Norwich road in Ipswich.

 

Following a request for fee quotations from three local companies to provide the necessary services to IBC, three quotes were returned and evaluated for the provision of the specified services.

 

The lowest supplier (KLH Architects Ltd.) are an experienced and established local architectural company with recent knowledge in the field of surgery design.

 

The contract cost to IBC is £18,000.00p plus VAT. + £350 per additional design meeting.

 

 

Decision Maker: Officer Decision

Decision published: 22/06/2017

Effective from: 14/06/2017

Decision:

Decision: To approve the appointment of KLH Architects as noted above.

 

Reason: To progress the design proposals for the proposed doctors surgery building and allow a submission for planning approval, plus tendering of the project on the Old Took’s bakery site in Ipswich.

Wards affected: Whitton;


26/05/2017 - OD/17/01 Loan of objects from the Ipswich Borough Council collections ref: 310    Recommendations Approved

This decision relates to a Museum collection loan request from the Holt Festival. The Festival exhibition ‘Benton End & Friends’, will celebrate Cedric Morris and Lett Haines as well as students at, visitors to and friends of The East Anglian School of Painting and Drawing. The exhibition will be held at the Meeting Room, Holt (Norfolk) and will be free to enter. There is an accompanying programme of Festival Art talks which will also be free and an online catalogue of the works on display in the exhibition. The loan dates are 21 July to 30 July 2017.

Decision Maker: Officer Decision

Decision published: 31/05/2017

Effective from: 26/05/2017

Decision:

The agreed items for loan are:

 

1.    Glyn Morgan ‘Cedric Morris in his Garden’, 1957 (R.1992-59)

2.    Cedric Morris ‘The River Stour in Flood’, 1930 (R.1987-5)

3.    Christopher Wood ‘Girl Darning ‘c.1925-1930 (R.1978-13).

 

Reason:

To enable the Ipswich Museum collections to contribute to a temporary exhibition at a local venue and to continue the Museum Service partnership with a network of cultural organisations.

Wards affected: (All Wards);


27/04/2017 - OD-16-89 Appointment of removal company for crushed material on the Old Took's bakery site ref: 309    Recommendations Approved

Ipswich Borough Council requires a specialist company to remove the crush material arising from the ground slab demolition works at the Old Took’s Bakery site in Old Norwich Road in Ipswich.

 

Decision Maker: Officer Decision

Decision published: 05/05/2017

Effective from: 27/04/2017

Decision:

Following a request for quotations from several companies to purchase the material from IBC, four quotes for offer of payment were returned and evaluated.

Wards affected: (All Wards);


27/04/2017 - OD/16/88 Installation of bus shelter at Congreve Road, adjacent to recreation ground ref: 308    Recommendations Approved

At its meeting of 20th September 2016, the SW Area Committee resolved to remove a bus shelter currently located outside 38 Mallard Way in order to allow for the provision of a dropped crossing to that property and in response to an objection against the proposal to re-locate the bus shelter outside 40 Mallard Way. The bus shelter in question is fairly new and is capable of being re-used elsewhere in the Borough. It is therefore necessary to determine where it should be re-located and that is the purpose of this officer decision form.

Decision Maker: Officer Decision

Decision published: 28/04/2017

Effective from: 27/04/2017

Decision:

To exercise the Council’s powers under Section 4 of the Local Government (Miscellaneous Provisions) Act 1953 to install a bus shelter at the inbound bus stop on Congreve Road referred to in this form.

Wards affected: Whitton;


19/04/2017 - OD-16-87 Immediate Suspension of Private Hire Vehicle Licences ref: 307    Recommendations Approved

4 (four) private hire vehicle licences were immediately suspended because the vehicle proprietors had failed to submit half year mechanical tests for the vehicles.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 26/04/2017

Effective from: 19/04/2017

Decision:

4 (four) private hire vehicle licences were immediately suspended because the vehicle proprietors had failed to submit half year mechanical tests for the vehicles.

Wards affected: (All Wards);


20/04/2017 - OD-16-86 Revocation of Private Hire Driver's Licence ref: 306    Recommendations Approved

A private hire driver informed the council of an illness. As a result of the illness he did not meet the DVLA Group 2 medical standards of fitness to drive.

 

His private hire driver’s licence was revoked in the interest of public safety.

 

No alternative options were considered.

 

Background papers: Medical examination report – redacted

 

Decision Maker: Officer Decision

Decision published: 26/04/2017

Effective from: 20/04/2017

Decision:

A private hire driver informed the council of an illness. As a result of the illness he did not meet the DVLA Group 2 medical standards of fitness to drive.

 

His private hire driver’s licence was revoked in the interest of public safety.

Wards affected: (All Wards);


18/04/2017 - OD-16-85 Revocation of Private Hire Driver's Licence ref: 305    Recommendations Approved

A private hire driver informed the council of an illness. As a result of the illness he did not meet the DVLA Group 2 medical standards of fitness to drive.

 

His private hire driver’s licence was revoked in the interest of public safety.

 

No alternative options were considered.

 

Background papers: Medical Examination Report – redacted.

 

The Chair of Licensing and Regulatory Committee, was consulted in the decision making.

Decision Maker: Officer Decision

Decision published: 26/04/2017

Effective from: 18/04/2017

Decision:

A Private Hire Driver informed the Council of an illness. As a result of the illness he did not meet the DVLA Group 2 medical standards of fitness to drive.

His private hire driver’s licence was revoked in the interest of public safety.

Wards affected: (All Wards);


19/01/2017 - OD/16/84 Award of Treasury Management Advice Contract to current provider ref: 304    Recommendations Approved

The current Treasury Management Advice contract expires on the 31st March 2017.

 

There are only two established providers in the market, plus one new entrant with only a single client.

 

The quoted prices from each provider have historically been very similar and the existing supplier has offered to continue to provide the service at the current contract price.

 

The other provider has taken the opportunity to “present” their offering during the year, however although they indicated that their charge would be similar, it was also clear that they would not be a “good fit” for IBC.

 

The Chief Operating Officer, Chief Executive and Responsible Head of Service have been consulted during this process and the Chief Operating Officer has agreed an exemption from Contract Standing Orders (para. 3.2).

 

The contract awarded is for more than £10,000 p.a.

Decision Maker: Officer Decision

Decision published: 18/04/2017

Effective from: 19/01/2017

Decision:

The current Treasury Management Advice contract expires on the 31st March 2017.

 

The Chief Operating Officer has agreed an exemption from Contract Standing Orders (para. 3.2).

 

The contract awarded is for more than £10,000 p.a.

Wards affected: (All Wards);


18/01/2017 - OD/16/83 Procurement of Body Worn Video (CCTV) ref: 303    Recommendations Approved

To protect the Health, Safety and Welfare of its officers Ipswich Borough Council has agreed to trial Body Worn Video Cameras.

 

Three quotes have been obtained through the procurement team of similar styles of BWV the three quotes obtained are within £700 of each other and the lowest quote satisfies the needs of IBC and is the best value option.

 

These units are the same as those used across Suffolk and Norfolk Constabulary giving some cross consistently on joint working.

Decision Maker: Officer Decision

Decision published: 18/04/2017

Effective from: 18/01/2017

Decision:

Decision: To procure the required BWV and associated systems based the most competitive quote at a cost of £10,214.60

Wards affected: (All Wards);


11/04/2017 - OD/16/82 Appointment of Main Contractor for repairs to St. Peters Bell Tower ref: 302    Recommendations Approved

The existing bell tower of St Peters church on College St., Ipswich requires repairs to buttress stonework.

 

Following a competitive procurement process three tenders were returned The winning supplier (FA Valiant) scored 76% under the competitive evaluation model. Therefore it is proposed to award the contract to FA Valiant at a value of £115,668 plus VAT.

Decision Maker: Officer Decision

Decision published: 12/04/2017

Effective from: 11/04/2017

Decision:

Decision: To approve the appointment of a main contractor for the works.

Reason: To undertake the bell tower repairs to St Peters Church.

Wards affected: Alexandra;


06/04/2017 - OD/16/81 Refusal to renew a Hackney Carriage Driver's licence ref: 301    Recommendations Approved

A Hackney carriage driver required a medical examination in connection with the renewal of his hackney carriage driver’s licence. This medical showed that the driver did not meet the DVLA Group 2 medical standards of fitness to drive.

Decision Maker: Officer Decision

Decision published: 07/04/2017

Effective from: 06/04/2017

Decision:

The renewal of his hackney carriage driver’s licence was refused.

Wards affected: (All Wards);


16/03/2017 - OD/16/80 Ipswich Garden Suburb - Appointment of Pinsent Masons for S106 legal agreement completion ref: 300    Recommendations Approved

The Council is currently in the process of considering two planning applications which form part of the Ipswich Garden Suburb (IGS).

1.    Ref 16/00608/OUT (1,100 homes)

2.    Ref 14/00638/OUTFL (815 homes)

 

Application 16/00608/OUT has a resolution to approve, following the Planning & Development Committee on the 8th February 2017. This is subject to a Section 106 agreement being finalised prior to the permission being issued. Application 14/00638/OUTFL is expected to be presented to the Planning & Development Committee in Summer 2017, if the application is approved by the committee this too will require a S106 agreement to be completed.

 

The scale and complexity of delivering the IGS in a manner which is comprehensive and suitably supported by the necessary infrastructure has necessitated the production of an Infrastructure Delivery Plan (IDP) to guide and inform how each planning application within IGS will contribute to the infrastructure requirements.

 

The IDP was produced by a consortium of consultants appointed by IBC following a tendering process to a targeted group of consultants chosen from the Home’s and Communities Agency’s Multi-disciplinary Technical Panel. The Panel provides a broad range of services including design, project management, planning, architecture and ecology. The Panel goes through a fully OJEU compliant process and offers a quick and efficient means to procure high quality, good value development related technical services through a simple mini-competition process. Three tenders for the work were received. Following consideration of the written submissions and interviews, final scoring was undertaken based on the evaluation criteria contained in the original brief. As a result of the final scoring Mott MacDonald (supported by Gerald Eve and Pinsent Masons) were appointed and awarded the contract. The decision making process included officers from procurement, legal and planning teams within IBC.

 

Pinsent Masons have provided the legal advice on the IDP commission and were instrumental in producing the final IDP. The S106 agreements which will need to accompany the IGS planning permissions will need to be informed and negotiated on the basis of the IDP. Pinsents have quoted £25,000 to produce the Section 106 for the first application (16/00608/OUT) and £15,000 for the later one (14/00638/OUTFL). This represents good value for money and to that end it is proposed that Pinsent Masons are appointed to undertake this work.

 

The interim Legal Services Manager has confirmed that our in-house legal team do not currently have the capacity to do this work expeditiously and therefore using external consultants would be appropriate. Bearing in mind the prices quoted, the complexity of the Section 106s and Pinsent Masons involvement to date, the best course of action would be to appoint Pinsent Masons to undertake this work. It should also be noted that the costs of the work will be passed on, all or in part, to the developers.

 

In order to appoint Pinsent Masons for this work it is necessary to waive contract standing orders. This is permissible under Contract Standing Order 3 at the discretion of the Chief Executive on the grounds that it is “economically in the best interests of the Council”. The rationale being that anyone coming to this fresh would replicate work already done and would add to the cost and timescales.

Decision Maker: Officer Decision

Decision published: 07/04/2017

Effective from: 16/03/2017

Decision:

The decision is to appoint Pinsent Masons to undertake all the legal work on behalf of Ipswich Borough Council to draft and finalise (ready for signature) the Section 106 agreements for planning applications 16/00608/OUT and – if required - 14/00638/OUTFL to the value of £25,000 and £15,000 respectively and to authorise the Head of Development, in consultation with the Legal Services Manager, to agree terms with Pinsent Masons for this work.

Wards affected: Rushmere; St Margaret's; Whitton;


29/03/2017 - OD/16/79 Purchase of Ceramic Tiles materials ref: 299    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the supply of Ceramic Tiles and associated products held within the Council’s Gipping House stores. These materials are used by the Council’s in-house craft teams maintaining the Council’s housing stock.

Decision Maker: Officer Decision

Decision published: 06/04/2017

Effective from: 29/03/2017

Decision:

An order was placed to accept the most economically advantageous tender in the sum of £14,406.45 covering the ten month contract period, which runs from 1st April 2017 to 31st January 2018.

 

The successful supplier provided the most advantageous tender bid and is able to supply the quality of product required within the timescales, which contributes to delivering the repairs service for tenants.

Wards affected: (All Wards);


30/03/2017 - OD/16/78 Award of new vending supplier ref: 298    Recommendations Approved

To contract with Cafepoint to provide income generating vending machine services across council facilities for 5 years from 1st April 2017 following a competitive process.

Decision Maker: Officer Decision

Decision published: 30/03/2017

Effective from: 30/03/2017

Decision:

To contract with Cafepoint to provide income generating vending machine services across council facilities for 5 years from 1st April 2017 following a competitive process.

Wards affected: (All Wards);


15/03/2017 - OD/16/77 IBC Photocopier Contract ref: 297    Recommendations Approved

Ipswich Borough Council’s photocopier contract is due for review. A mini-competition using the CBC Framework Agreement Y11171 (Lot 5) was carried out as the most expedient procurement route.

Decision Maker: Officer Decision

Decision published: 17/03/2017

Effective from: 15/03/2017

Decision:

Five suppliers bid for the contract and Konica Minolta have been awarded the contract for a period of five years. The total estimated value of the contract over a 5 year £127,876.34.

Wards affected: (All Wards);


09/03/2017 - OD/16/76 Mental Health Link Worker ref: 296    Recommendations Approved

The Council, in conjunction with Suffolk Coastal District Council submitted a bid to the DCLG for a grant to tackle Rough Sleeping. The bid was successful and the award was for £331,000 over a two and a quarter year period. The bid was divided into four main elements and three of the elements are now been advertised on Suffolk Tendering. The fourth element is for a Mental Health Link worker and in order for this to work effectively it needs to be provided by a specialist provider. In this particular instance, the only organisation that can realistically provide this service is the Norfolk and Suffolk NHS Trust because access to the medical records held by the Trust are needed to deliver this service.

 

Contract Standing Orders allow market testing in certain circumstances. An exemption from the competitive process is considered appropriate given that the Norfolk & Suffolk Mental Health Trust are the one provider who can realistically provide the service required.

Decision Maker: Officer Decision

Decision published: 10/03/2017

Effective from: 09/03/2017

Decision:

In this particular instance, the only organisation that can realistically provide this service is the Norfolk and Suffolk NHS Trust because access to the medical records held by the Trust are needed to deliver this service.

 

An exemption from the competitive process is considered appropriate, given that the Norfolk & Suffolk Mental Health Trust are the one provider who can realistically provide the service required.

Wards affected: (All Wards);


02/03/2017 - OD/16/75 Procurement of an ex-demonstration Batwing mower ref: 295    Recommendations Approved

Due to a major engine fault on one of our mowers, consideration was given to purchasing a new mower, trading in the current mower for a new mower or a relatively new ex demonstration mower.

Decision Maker: Officer Decision

Decision published: 07/03/2017

Effective from: 02/03/2017

Decision:

The merits and benefits of all the options were considered and after consultation with relevant officers, all of whom are in agreement with the decision that purchasing an ex-demonstration Mower at a net cost of £14,000, is the best value option. Therefore, there is a need for a Waiver of the requirement to conduct a competitive purchasing process, as it is the view of all consultees that this decision is economically in the best interests of the council.

Wards affected: (All Wards);


24/02/2017 - OD/16/74 Street Lighting Upgrades 2016/2017 ref: 294    Recommendations Approved

The Council owns and provides a small number of streetlights in various locations in Ipswich using its powers under Section 161 of the Public Health Act 1875 and, where appropriate, Section 45 of the Public Health Act 1961. The Council’s streetlights are inspected, tested for electrical and structural safety, and maintained on the Council’s behalf by Suffolk County Council (SCC) who also arrange for the payment of electricity at the Council’s expense and provide an administrative service.

 

In accordance with the sound management of its assets, the Council usually replaces some of its street lighting stock each year. The decision as to which specific street lights to replace is made solely on the grounds of the condition of the units, as advised by SCC’s street lighting engineers.

 

An officer decision has now been made to upgrade street lights in the following locations at an estimated cost of £31,790. This will have the benefit of providing better quality lighting and reduced running costs as modern street lights are more energy efficient. The provision of street lighting has an important effect in preventing crime and disorder. Ward councillors will be informed of the upgrades that are taking place in their area. The upgrades will be at the following locations with the IBC ward shown in brackets, but in some locations it may be the case that only some of the existing street lights will be upgraded:

 

·         Access road to Bourne Park (off Wherstead Road) (BRIDGE)

·         Cobbold Mews (ST. MARGARET’S)

·         Inverness Road (RUSHMERE)

·         Kesteven Road (GIPPING)

·         Pennyroyal Gardens (GIPPING)

·         Shaftesbury Square (ALEXANDRA)

·         Woodhouse Square (ALEXANDRA)

Decision Maker: Officer Decision

Decision published: 27/02/2017

Effective from: 24/02/2017

Decision:

To exercise the Council’s powers under the Public Health Acts 1875 and 1961 to replace and upgrade some or all of the Council’s street lighting stock at the locations listed in this form.

Wards affected: Alexandra; Bridge; Gipping; Rushmere; St Margaret's;


21/02/2017 - OD-16-73 Recruitment to two roles in Senior Managers Group ref: 293    Recommendations Approved

Following an unsuccessful attempt to recruit to the Head of Finance and Revenues and Finance Operations Manager in 2016 the Council needs to appoint a new recruitment firm to support it to find quality candidates that meet its requirements. Penna has been chosen as they are the only firm with a partnership with CIPFA thus having access to the whole CIPFA membership. The cost for both roles combined is less than £25,000 including advertising which is known to be competitive for this type of recruitment support following gathering of quotes in the last two years.

 

The Leader of the Council and Chief Executive have been consulted in this decision.

Decision Maker: Officer Decision

Decision published: 21/02/2017

Effective from: 21/02/2017

Decision:

 

Following an unsuccessful attempt to recruit to the Head of Finance and Revenues and Finance Operations Manager in 2016 the Council needs to appoint a new recruitment firm to support it to find quality candidates that meet its requirements. Penna has been chosen as they are the only firm with a partnership with CIPFA thus having access to the whole CIPFA membership. The cost for both roles combined is less that £25,000 including advertising which is known to be competitive for this type of recruitment support following gathering of quotes in the last two years.

The Leader of the Council and Chief Executive have been consulted in this decision.

 

Wards affected: Stoke Park;


21/02/2017 - OD-16-72 Temporary Closure of Christchurch Park Play Area for the week commencing 6 March 2017 ref: 292    Recommendations Approved

The play area requires essential repairs to be carried out to some of the play equipment and surfacing.

 

This cannot be carried out efficiently while the play area is in use or without posing an acceptable risk to users.

 

The decision is therefore to temporarily close the play area for the duration of the works in the interests of public safety.

Decision Maker: Officer Decision

Decision published: 21/02/2017

Effective from: 21/02/2017

Decision:

To temporarily closure Christchurch Park Play Area for the duration of the works in the interests of public safety.

Wards affected: St Margaret's;


16/02/2017 - OD-16-71 Newnham Court (West Villa) - Heating Installation ref: 291    Recommendations Approved

Why is it being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to renew the heating system at Newnham Court (a 22 unit Homeless Families Unit) with heat retention storage heaters.

 

Alternative Options considered and why rejected

Eight compliant bids were received and evaluated on the basis of 60% price and 40% quality. The successful contractors bid was £75,792.36

 

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical expertise to execute the contract.

 

List any background documents

None

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

None

 

Anyone who has been consulted during the decision making process

Not applicable. The tender requirement was advertised using Suffolk e-sourcing.

Decision Maker: Officer Decision

Decision published: 21/02/2017

Effective from: 16/02/2017

Decision:

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to renew the heating system at Newnham Court (a 22 unit Homeless Families Unit) with heat retention storage heaters.

 

Eight compliant bids were received and evaluated on the basis of 60% price and 40% quality. The successful contractors bid was £75,792.36

 

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical expertise to execute the contract.

 

Wards affected: Stoke Park;


15/02/2017 - OD/16/70 Sheltered Housing - Maintenance and Testing of Emergency Lighting ref: 290    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to maintain emergency lighting to sheltered schemes in accordance with legislation. The contract duration will be from 01/04/17 to 31/12/19.

 

Ten compliant bids were received and evaluated on the basis of 60% price and 40% quality. The successful contractor’s bid was Kershaw Mechanical Services at £59,015.33.

 

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical expertise to execute the contract.

Decision Maker: Officer Decision

Decision published: 16/02/2017

Effective from: 15/02/2017

Decision:

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to maintain emergency lighting to sheltered schemes in accordance with legislation. The contract duration will be from 01/04/17 to 31/12/19.

 

The successful contractor’s bid was Kershaw Mechanical Services at £59,015.33.

 

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical expertise to execute the contract.

Wards affected: (All Wards);


14/02/2017 - OD-16-69 Award of a Contract for the Provision of Portable Toilets ref: 289    Recommendations Approved

Ipswich Borough Council wishes to appoint a contractor to supply portable toilets, in the main for use at events held on Ipswich Borough Council sites.

 

An open procurement process was completed through our e-tendering portal for portable toilet provision. Two tenders were returned and evaluated.

 

The winning supplier (Karzees) was the most economically advantageous tenderer. The contract is for 2 years with an optional extension of a further year.

 

Based on previous requirements for the provision of portable toilets, the estimated contract value (for a 3 year period) will be £50,000 plus VAT.

Decision Maker: Officer Decision

Decision published: 15/02/2017

Effective from: 14/02/2017

Decision:

Decision: To award a contract for the provision of portable toilets

Reason: To ensure adequate welfare provision at events

Wards affected: (All Wards);


13/02/2017 - OD-16-68 Provision of Quantity Surveying Services ref: 288    Recommendations Approved

Why is it being made listing reasons for the decision

The provision of Quantity Surveying services to Maintenance & Contracts is essential in enabling the progression of multi-million pound capital works programmes. Previous procurement exercises have failed to provide long term solutions.

 

It is proposed to use the Council’s membership of the E2 consortium run by Orwell Housing Association to procure this service in the short term on a 12 month fixed term contract at a cost of £73,840.00

 

Contract Standing Orders 3.5 Collaborative arrangements are relevant in this case.

 

Alternative options considered and why rejected

Previous procurement options have not been successful in providing this service for the long term.

 

List any background documents

None

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

None

 

Anyone who has been consulted during the decision making process

Not applicable. The unsuccessful tender requirement was advertised using Suffolk e-sourcing.

Decision Maker: Officer Decision

Decision published: 15/02/2017

Effective from: 13/02/2017

Decision:

It is proposed to use the Council’s membership of the E2 consortium run by Orwell Housing Association to procure this service in the short term on a 12 month fixed term contract at a cost of £73,840.00

Wards affected: (All Wards);


07/02/2017 - OD/16/67 Supplies of line marking paint ref: 287    Recommendations Approved

Waiver of the requirement to conduct a competitive purchasing process for a six month duration to allow the purchase of line marking paint and herbicide to enable the parks service to complete works due.

 

This waiver is necessary as a matter of urgency and a delay would be likely to lead to financial loss for the Council.

 

This waiver will allow the parks service time to work with procurement to prepare and issue a Tender document. It is intended that a new contract will be awarded in July 2017.

Decision Maker: Officer Decision

Decision published: 13/02/2017

Effective from: 07/02/2017

Decision:

Waiver of the requirement to conduct a competitive purchasing process for a six month duration to allow the purchase of line marking paint and herbicide to enable the parks service to complete works due.

Wards affected: (All Wards);


07/02/2017 - OD/16/66 Wolsey Art Gallery temporary closure ref: 286    Recommendations Approved

In preparation for the upcoming exhibition of Wolsey’s Angels, the Wolsey Art Gallery will need to be temporarily closed between Tuesday 26th September and Friday 13th October 2017. It will reopen to visitors on Saturday 14th October, 10am. This exhibition includes significant loans as well as showcasing IBC’s own collection.

 

The temporary gallery closure is required for the following reasons:

1.    The closure of the gallery is required to meet the loan agreements we have with lending bodies.

2.    A number of artworks in the Ipswich Borough Council’s collections will need to be rehung elsewhere in the gallery. Closure of the gallery will ensure the security of the artworks and museum staff at this time.

3.    Internal layout of the gallery needs to be altered to accommodate the exhibition. Closure of the gallery will enable this work to be undertaken to a high standard and to maintain the safety of visitors.

4.    The exhibition will accommodate approximately 50% of the floor area of the Wolsey Art Gallery so will require the allocated time to complete.

Decision Maker: Officer Decision

Decision published: 10/02/2017

Effective from: 07/02/2017

Decision:

In preparation for the upcoming exhibition of Wolsey’s Angels, the Wolsey Art Gallery will need to be temporarily closed between Tuesday 26th September and Friday 13th October 2017. It will reopen to visitors on Saturday 14th October, 10am. This exhibition includes significant loans as well as showcasing IBC’s own collection.

Wards affected: (All Wards);


06/02/2017 - OD/16/65 Destination Management Organisation funding ref: 285    Recommendations Approved

In April 2015 a working group was formed to begin developing a destination management plan for Ipswich.

 

Funding provided by Ipswich Central was used to commission two reports from AECOM, a baseline summary and an action plan. The recommendation from AECOM was to create a Destination Management Organisation (DMO) to enable the delivery of the action plan.

 

 In July 2015, the Board of Ipswich Central established a DMO Company, and a management group was created with a mix of public and private partners including 3 seats for Ipswich Borough Council.

 

Ipswich Borough Council does not provide any core funding to the DMO, but have been approached to fund a one-off digital marketing campaign of £10,000 to support the launch and rebrand of the All About Ipswich website.

 

The overall objectives of the campaign are / were:

·         To provide a benchmark for future campaigns;

·         To show outbound clicks to other businesses;

·         To report where traffic comes from and how people are viewing the site;

·         To gain visitor profiles;

·         To build upon the 22% of traffic that visited the site from London during September 2016;

·         To encourage email sign ups to allaboutipswich.com;

·         To increase followers on all social media platforms, aiming for a 5% increase on Facebook.

 

There are sufficient funds in the 2016/17 Economic Development budget for this commitment.

Decision Maker: Officer Decision

Decision published: 10/02/2017

Effective from: 06/02/2017

Decision:

Decision

IBC will support the DMO’s rebranding and marketing campaign with a one-off funding package of £10,000 that must be spent and paid in 2016/17.

 

The DMO will be required to provide information on campaign performance to IBC and complete a thorough review of the campaign to assess effectiveness of each strand to help inform future campaigns.

 

Reason for Recommendation

The tourism sector is of significant importance to Ipswich with an annual value to the economy of over £242m and supporting over 4,600 jobs (7.4% of total employment in Ipswich).

 

This campaign will help to identify new markets and provide better information on the profile of visitors to the town allowing for better targeting in future.

Wards affected: (All Wards);


01/01/2017 - OD/16/64 Appointment of Main Contractor for the extension of Woodbridge Road (Regent) Car Park ref: 284    Recommendations Approved

The existing IBC operated car park adjacent Woodbridge Road known as the Regent Car Park is to be extended to incorporate adjoining land recently purchased by IBC for such purpose.

 

The existing car park will be extended over this land to provide a surface public pay and display car park for 14 new spaces - including for 1 Nr. additional disabled parking space to supplement the current provision.

 

Following a competitive procurement process three tenders were returned The winning supplier (Brooks and Wood) scored 92% under the competitive evaluation model. Therefore it is proposed to award the contract to Brooks and Wood at a value of £96,462.50 plus VAT.

Decision Maker: Officer Decision

Decision published: 10/02/2017

Effective from: 01/01/2017

Decision:

Decision: To approve the appointment of a main contractor for the works.

 

Reason: To undertake the extension of car park facility at Woodbridge Road Ipswich.

Wards affected: Alexandra;


05/10/2016 - OD/16/63 Contract to Upgrade Agresso to Milestone 6 ref: 283    Recommendations Approved

The current finance system Agresso had been identified as requiring replacement or upgrade to deliver improvements in financial reporting and to ensure continued compliance with the Public Sector Network (PSN)

 

The Council put out a tender for a combined HR / Finance system in 2016. None of the resulting bids were successful due either to non-compliance or budget restrictions.

 

In order to ensure continued compliance with the PSN it is necessary to upgrade the current system to the latest version (Milestone 6) on a like for like basis.

 

The decision is to appoint technical consultants to undertake the upgrade without a formal tender process due to the urgency of the work. However, a comparative quote has been received for the work, and whichever consultant employed will be obliged to undertake a scoping exercise to provide a comparative estimate, and satisfy value for money requirements.

Decision Maker: Officer Decision

Decision published: 01/02/2017

Effective from: 05/10/2016

Decision:

The current finance system Agresso had been identified as requiring replacement or upgrade to deliver improvements in financial reporting and to ensure continued compliance with the Public Sector Network (PSN)

 

The Council put out a tender for a combined HR / Finance system in 2016. None of the resulting bids were successful due either to non-compliance or budget restrictions.

 

In order to ensure continued compliance with the PSN it is necessary to upgrade the current system to the latest version (Milestone 6) on a like for like basis.

 

The decision is to appoint technical consultants to undertake the upgrade without a formal tender process due to the urgency of the work. However, a comparative quote has been received for the work, and whichever consultant employed will be obliged to undertake a scoping exercise to provide a comparative estimate, and satisfy value for money requirements.


24/01/2017 - OD/16/62 Loan of objects from the Ipswich Borough Council collections ref: 282    Recommendations Approved

This decision relates to two current loan requests:

 

The first request is from Compton Verney, an art gallery located in a Warwickshire stately home for John Constable, ‘Wily Lott’s Cottage’ 1816 (R.1929-57), oil on paper mounted on canvas and two works by Harry Becker: ‘Landscape with Horses Ploughing’, c.1913-28, oil on canvas (R.1954-126.3) and ‘Cutting Chaff in the Open’, c.1913-28, oil on board (R.1954-126.8). The loan is for a temporary exhibition from 18 March to 18 June 2017. The Becker works are currently in store and whilst the Constable is on display in the Wolsey Art Gallery it would be possible to replace it with a similar work. This loan has been approved.

 

The second request is from the National Portrait Gallery (NPG) in London and is for Thomas Gainsborough, ‘Margaret Gainsborough, the Artist's Wife’, late 1770s, oil on paper laid down on panel (R.1955-126). This is a high profile loan and forms part of an ongoing relationship with the NPG: Ipswich is borrowing the portrait of Thomas, Cardinal Wolsey from the NPG in 2017. This work is currently in store. The borrower will be asked to contribute to the conservation and framing of the work. This loan has been approved.

Decision Maker: Officer Decision

Decision published: 01/02/2017

Effective from: 24/01/2017

Decision:

This decision relates to two current loan requests:

 

The first request is from Compton Verney, an art gallery located in a Warwickshire stately home for John Constable, ‘Wily Lott’s Cottage’ 1816 (R.1929-57), oil on paper mounted on canvas and two works by Harry Becker: ‘Landscape with Horses Ploughing’, c.1913-28, oil on canvas (R.1954-126.3) and ‘Cutting Chaff in the Open’, c.1913-28, oil on board (R.1954-126.8). The loan is for a temporary exhibition from 18 March to 18 June 2017. The Becker works are currently in store and whilst the Constable is on display in the Wolsey Art Gallery it would be possible to replace it with a similar work. This loan has been approved.

 

The second request is from the National Portrait Gallery (NPG) in London and is for Thomas Gainsborough, ‘Margaret Gainsborough, the Artist's Wife’, late 1770s, oil on paper laid down on panel (R.1955-126). This is a high profile loan and forms part of an ongoing relationship with the NPG: Ipswich is borrowing the portrait of Thomas, Cardinal Wolsey from the NPG in 2017. This work is currently in store. The borrower will be asked to contribute to the conservation and framing of the work. This loan has been approved.

 

Reason:

To enable the IBC collections to contribute to two temporary exhibitions at high profile venues and to continue the Museum Service’s partnership working with a network of cultural organisations.

Wards affected: (All Wards);


27/01/2017 - OD-16-60 Temporary Closure of the Ogilvie British Bird Gallery (partial) at Ipswich Museum ref: 280    Recommendations Approved

Decision to partially close the Oglivie British Bird Gallery to allow urgent roof and wall repairs to take place

 

Decision Maker: Officer Decision

Decision published: 01/02/2017

Effective from: 27/01/2017

Decision:

Decision: To close the Ogilvie British Bird Gallery from 01/02/2017 until 01/04/2017

 

Reason: To allow repairs to take place whilst maintaining public safety and protecting the collections.

Wards affected: (All Wards);


27/01/2017 - OD-16-61 Cambridge Drive Re-Roofing Tender Acceptance ref: 281    Recommendations Approved

Why it is being made listing reasons for the decision

The roof covering to the rear of the of the Cambridge Drive HRA shops has been patched over a period of time to stop rainwater leaks and subsequent complaints from tenants, however, it is considered more economic to completely renew the roof covering and associated components. The works have been tendered, evaluated and awarded to the contractor whose tender offers good value for money. The cost is under £25,000.

 

Alternative options considered and why rejected

The tender was put out twice to attract as many submissions as possible.

 

List any background documents

Contract Standing Orders

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

None

 

 

Decision Maker: Officer Decision

Decision published: 01/02/2017

Effective from: 27/01/2017

Decision:

The roof covering to the rear of the of the Cambridge Drive HRA shops has been patched over a period of time to stop rainwater leaks and subsequent complaints from tenants, however, it is considered more economic to completely renew the roof covering and associated components. The works have been tendered, evaluated and awarded to the contractor whose tender offers good value for money. The cost is under £25,000.

 

Wards affected: Stoke Park;


18/01/2017 - OD/16/59 Debt Advice Service from IHAG ref: 279    Recommendations Approved

The current debt advice arrangement with IHAG has been reviewed in the light of the current and future benefit changes, especially Universal Credit, which may have a huge potential impact on many of our Council tenants and increase the demand for debt advice.

 

IHAG currently provide a 3 day per week service. IHAG have agreed to provide a 5 day a week service from 1 April 2017 with costs remaining at current levels. In order to give some stability in the light of significant impending change, it is proposed to extend the arrangement with the current debt advice service provider for the next two years on the understanding that the service will be market tested by April 2019. The service value is £70,000 for 24 months.

Decision Maker: Officer Decision

Decision published: 26/01/2017

Effective from: 18/01/2017

Decision:

IHAG currently provide a 3 day per week service. IHAG have agreed to provide a 5 day a week service from 1 April 2017 with costs remaining at current levels. In order to give some stability in the light of significant impending change, it is proposed to extend the arrangement with the current debt advice service provider for the next two years on the understanding that the service will be market tested by April 2019.The service value is £70,000 for 24 months.

Wards affected: (All Wards);


04/01/2017 - OD/16/58 Appointment of a consultant for the procurement of a Car Park Ticketing equipment (etc.) call-off contract ref: 278    Recommendations Approved

Ipswich Borough Council needs to procure a supplier to install new Ticket machines, Automatic Number Plate Recognition, Barriers and Shuttering equipment on a corporate call-off contract arrangement basis.

 

The call-off contract will be used for the purposes of related works on the Crown multi-storey car park (in the first instance), and other car parks, on an ‘as and when’ needed basis.

 

The contract value with the preferred supplier (Allman Woodcock) is £12,450.00 plus VAT.

Decision Maker: Officer Decision

Decision published: 18/01/2017

Effective from: 04/01/2017

Decision:

Decision: To approve the appointment of a Lead Consultant for the purposes of preparing the tender documentation relating to the appointment of a supplier for the ticket machines contract.

 

Reason: To enable the procurement of a supplier for the corporate call-off contract.

Wards affected: (All Wards);


11/11/2016 - OD/16/57 Decision to procure a consultant to support the Shared Revenues Partnership service review ref: 277    Recommendations Approved

Shared Revenues Partnership is carrying out a service review and it has been agreed to appoint a consultant to assist this process. A procurement exercise has been carried out and ACS Ltd has been selected as the preferred supplier. Contract value of preferred supplier is £10,400 + VAT.

Decision Maker: Officer Decision

Decision published: 18/01/2017

Effective from: 11/11/2016

Decision:

A procurement exercise has been carried out and ACS Ltd has been selected as the preferred supplier. Contract value of preferred supplier is £10,400 + VAT.

Wards affected: (All Wards);


23/12/2016 - OD-16-53 Bus Service 14 - Subsidy of Saturday Services ref: 273    Recommendations Approved

Ipswich Buses Ltd operate a bus service (Service 14) between Ipswich town centre and the Gippeswyk Park area. Following changes made in September 2016, this service now only operates 3 return journeys per day on Saturdays, which operate 2 hours apart. The Council has become aware of complaints from members of the public that this level of service is insufficient and therefore the Council has given consideration to subsidising an additional 3 return journeys per day on Saturdays so as to result in an hourly service between approximately 10am and 3pm.

 

The cost to the Council for these additional services is £145 per day of operation and, following consultation with the Leader of the Council and the Portfolio Holder for Environment & Transport, it has been decided that the Council should subsidise these additional 3 journeys on a trial basis in order to ascertain the level of usage.

 

The main alternative option would be not to subsidise the additional journeys and leave the service as it is. Whilst there is a financial cost to the Council of subsidising bus services which has to be taken into account, in this case the Council’s policies on encouraging the use of sustainable transport are considered to justify the subsidy of the specific journeys for this bus service on a trial basis.

Decision Maker: Officer Decision

Decision published: 18/01/2017

Effective from: 23/12/2016

Decision:

Decision: To exercise the Council’s powers under the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (as amended) to enter into an agreement to provide service subsidies with Ipswich Buses Ltd in respect of Service 14 for the provision of an additional 3 return journeys per day on Saturdays for a trial period (up to 6 months).

 

Reason: As it is considered that the current service level on this bus service is not as frequent as is desired on Saturdays and a trial provision of additional journeys will help to ascertain whether there is a case for such journeys to be provided on a longer-term basis.

Wards affected: Gipping; Sprites;


04/01/2017 - OD/16/56 Temporary Closure of the Dining Room in Christchurch Mansion ref: 276    Recommendations Approved

To temporarily close the Dining Room to allow redecoration of the radiator casings to take place.

Decision Maker: Officer Decision

Decision published: 06/01/2017

Effective from: 04/01/2017

Decision:

Decision: To close the Dining Room Room in Christchurch Mansion on 16/01/2017 and 17/01/2017.

 

Reason: For the safety and comfort of the visitors.

Wards affected: (All Wards);


30/12/2016 - OD/16/55 South St Car Park ref: 275    Recommendations Approved

Residents will lose the current car park facility at Cumberland Towers Sheltered Housing Scheme between March 2017 and October 2017 due to the planned external works to the building. The car park will be out of bounds to car owners who reside at the scheme to ensure their health, safety and welfare.

 

Decision: To provide circa 15 ‘unreserved’ parking permits to residents (car owners only) at no cost to the resident, the reduced income will be covered through the project plan, for the period of 1st March 2017 to the 31st October 2017.

Decision Maker: Officer Decision

Decision published: 04/01/2017

Effective from: 30/12/2016

Decision:

Decision: To provide circa 15 ‘unreserved’ parking permits to residents (car owners only) at no cost to the resident, the reduced income will be covered through the project plan, for the period of 1st March 2017 to the 31st October 2017.

Wards affected: Westgate;


21/12/2016 - OD/16/54 Decision to change the opening hours of Ipswich Museum and Gallery and Christchurch Mansion ref: 274    Recommendations Approved

To change the opening hours of Ipswich Museum and Gallery and Christchurch Mansion to:

 

Ipswich Museum & Gallery
10am to 5pm Tuesday to Saturday

11am to 5pm Sundays

Closed to public Mondays

Opening for Schools during term time Monday to Friday

 

Christchurch Mansion

March to October:

10am to 5pm Tuesday to Saturday

11am to 5pm Sunday

Closed to public on Mondays

Opening for Schools during term time Monday to Friday

 

November to February:

10am to 4pm Tuesday to Saturday

11am to 4pm Sunday

Closed to public on Mondays

Opening for Schools during term time Monday to Friday

 

The improvements these changes make are:

·         Ipswich Museum & Gallery open on Sundays

·         Christchurch Mansion open longer in March to October but shorter from November to February, in line with Christchurch Park opening hours

·         Both venues available for school session Monday to Friday, with cost offset against the income generated.

 

This change can be achieved within budget.

 

Changes will come into effect on 3rd January 2017 and appropriate publicity will be arranged.

Decision Maker: Officer Decision

Decision published: 04/01/2017

Effective from: 21/12/2016

Decision:

To change the opening hours of Ipswich Museum and Gallery and Christchurch Mansion.

 

The improvements these changes make are:

·         Ipswich Museum & Gallery open on Sundays

·         Christchurch Mansion open longer in March to October but shorter from November to February, in line with Christchurch Park opening hours

·         Both venues available for school session Monday to Friday, with cost offset against the income generated.

 

Changes will come into effect on 3rd January 2017 and appropriate publicity will be arranged.

Wards affected: Gipping;


25/11/2016 - OD/16/52 Immediate Revocation of a Private Hire Vehicle Driver’s Licence ref: 272    Recommendations Approved

An allegation of assault on a Council Officer was received.

 

The Private Hire Vehicle Driver’s Licence was revoked with immediate effect on the grounds of public safety.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 28/11/2016

Effective from: 25/11/2016

Decision:

The Private Hire Vehicle Driver’s Licence was revoked with immediate effect on the grounds of public safety.

Wards affected: (All Wards);


24/11/2016 - OD/16/51 Contract with LGSS to provide Legal Planning Support ref: 271    Recommendations Approved

A 1 year contract with LGSS (Local Government Shared Service) to provide legal capacity to support Planning and Development has been agreed. This will provide the necessary specialised legal advice during a period of maternity leave.

Decision Maker: Officer Decision

Decision published: 28/11/2016

Effective from: 24/11/2016

Decision:

A 1 year contract with LGSS (Local Government Shared Service) to provide legal capacity to support Planning and Development has been agreed. This will provide the necessary specialised legal advice during a period of maternity leave.

Wards affected: (All Wards);


22/11/2016 - OD/16/50 Contract with Wilks Head & Eve for the provision of an analysis of potential losses on Non-Domestic rateable value appeals ref: 270    Recommendations Approved

The DCLG require each local authority to provide an estimate of their Non-Domestic Rates income for the coming financial year. This forecast includes a section to record the potential losses from rateable value appeals. For includes the requirement to forecast the potential loss for the next five years of the new 2017 rating list.

 

The SRP partners (Ipswich, Babergh & Mid Suffolk) have appointed Wilks Head and Eve to undertake a forensic analysis of the current 2017 draft rating list to provide a forecast on the potential losses from appeal.

 

Contract Standing Orders have been waived in line with the constitution because the cost for Ipswich would be less than the £10k limit. It also ensures a continued consistent approach to providing an appeals provision and avoids the added costs of undertaking a procurement exercise for the 3 authorities.

Decision Maker: Officer Decision

Decision published: 28/11/2016

Effective from: 22/11/2016

Decision:

Decision: To approve the appointment of Wilks Head & Eve.

Reason: To provide an analysis of the potential losses on Non-Domestic rateable value appeals for Ipswich Borough Council, Babergh District Council and Mid Suffolk District Council.

Wards affected: (All Wards);


28/11/2016 - OD/16/49 Award of Asbestos Survey Contract ref: 269    Recommendations Approved

The current asbestos survey contract ends in April 2016. A new asbestos survey contract is being tendered. The tender evaluation results will be reported and a recommendation of award of contract made.

Decision Maker: Officer Decision

Decision published: 28/11/2016

Effective from: 06/12/2016

Decision:

To enter into a contract with PA Group Ltd, for the provision of asbestos surveys and sampling on the Council’s housing stock.

 

Reason: The Council has a statutory obligation to identify and manage asbestos containing material in its housing stock and the P A Group Ltd tender was the most overall advantageous submission to the Council in accordance with the criteria set out in the tender documents.  

 

Wards affected: (All Wards);

Lead officer: Zach Tebbutt


07/11/2016 - OD/16/48 Remembrance Day Parade Sunday 13th November 2016 ref: 268    Recommendations Approved

Christchurch Park and Mansion hosts the annual Remembrance Day Parade.

 

This year the date falls on Sunday 13th November.

 

Christchurch Mansion normally delays opening until 13:30 to allow invited guests to have refreshments in the Great Hall and the Wolsey Art Gallery.

Decision Maker: Officer Decision

Decision published: 10/11/2016

Effective from: 07/11/2016

Decision:

Christchurch Park and Mansion hosts the annual Remembrance Day Parade.

 

This year the date falls on Sunday 13th November.

 

Christchurch Mansion normally delays opening until 13:30 to allow invited guests to have refreshments in the Great Hall and the Wolsey Art Gallery.

 

The Museum Service will place signs on the external doors alerting members of the public to the delayed opening of Christchurch Mansion and will liaise with the Marketing Department to ensure the website details are up to date and the delayed opening is communicated as widely as possible. This event is run in partnership with the Mayors Department.

Wards affected: (All Wards);


26/10/2016 - OD-16-47 Contract to provide project management services for low carbon projects ref: 267    Recommendations Approved

Ipswich Borough Council wishes to appoint a project manager to provide engineering and project management services for a fixed term within its low carbon / energy management team.

 

Three quotes were obtained on an hourly rate basis ranging from between £22.00 - £42.50.

 

The most economically advantageous quote based on cost and quality was provided by Energy Property Solutions Ltd. Who scored 97% at an hourly rate of £22.00.

 

The one year contract value is £17,160.

 

Decision: To approve the appointment of Energy Property Solutions Ltd. for the contract.

Decision Maker: Officer Decision

Decision published: 07/11/2016

Effective from: 26/10/2016

Decision:

Reason: To deliver low carbon projects and energy management services for Ipswich Borough Council.

 

Internal consultees: Procurement team and the Energy Management Officer.

Wards affected: (All Wards);


26/10/2016 - OD/16/46 Contract with UK power networks to install a new substation at Crown car park ref: 266    Recommendations Approved

Ipswich Borough Council wishes to appoint UK power Networks (UKPN) to install a new 500kVA substation for the new multi storey car park at Claude Street, Ipswich.

 

On 9 February 2016 Executive approved the funding for the new multi-storey car park at Claude Street, Ipswich.

 

UKPN are the statutory provider for electrical distribution within the UK, they will complete all electrical works and substation, whilst the new contractor for the site will complete the civil engineering works.

 

Contract Standing Orders have been waived in line with the constitution because although other providers could complete part of the works this piecemeal approach would not be in the economic interests of the Council or enable delivery of the project on time.

 

The works will be carried out during the multi storey car park construction period during the summer of 2017.

 

UKPN contract value is £71,373.10 plus VAT.

 

Decision: To approve the appointment of UKPN for the works.

Decision Maker: Officer Decision

Decision published: 07/11/2016

Effective from: 26/10/2016

Decision:

Decision: To approve the appointment of UKPN for the works.

 

Reason: To undertake works to install a substation at Crown car park off Claude Street in Ipswich.

Wards affected: St Margaret's;


20/10/2016 - OD/16/45 Appointment of specialist contractor for repair works to the concrete retaining wall at Crown car park ref: 265    Recommendations Approved

Ipswich Borough Council wishes to appoint a suitably qualified specialist contractor to undertake repair works to the existing concrete retaining wall associated with the former multi storey car park at Claude Street, Ipswich.

 

On 9 February 2016 Executive approved the funding for the new multi-storey car park at Claude Street, Ipswich.

 

The specialist concrete repair works is an enabling works package. The works are planned to be completed prior to the Main Design and Build Contractor taking site possession.

 

The car park will remain open for public use (except those spaces directly adjacent the works) whilst the repair works are being undertaken to the concrete retaining wall.

 

The preferred contractor’s (Martech Ltd.) contract value is £12,530.00 plus VAT.

 

Decision: To approve the appointment of a main contractor for the works.

Decision Maker: Officer Decision

Decision published: 07/11/2016

Effective from: 20/10/2016

Decision:

Decision: To approve the appointment of a main contractor for the works.

 

Reason: To undertake repair works to the concrete retaining wall at the Crown car park off Claude Street in Ipswich.

Wards affected: St Margaret's;


10/10/2016 - OD/16/44 Sponsorship Liaison & Sales Consultancy Services ref: 263    Recommendations Approved

Ipswich Borough Council’s Events Programme is supported by a number of sponsorship agreements that support the funding of the programme through financial input and / or provided services. In return sponsors are provided with the opportunity to raise their own profile promoting offers and initiatives.

 

Sponsorship Liaison and Sales is a role that is vital to co-ordinating these agreements and presenting the opportunities to prospective partners.

 

LJN Consulting has provided this service to the Council over a 3 year period for 3 days per week and has established strong relationships with sponsors on behalf of the programme contributing significantly to the reduction in subsidy of the events programme by the Council.

 

Decision: To exempt this decision from Contract Standing Orders.

 

Decision: To contract with LJN Consulting for Sponsorship Liaison & Sales consultancy services between 1st April 2016 to 31st March 2017.

Decision Maker: Officer Decision

Decision published: 07/11/2016

Effective from: 10/10/2016

Decision:

Decision: To exempt this decision from Contract Standing Orders.

 

Reason: It is in the best interests of the Council to continue to contract LJN Consulting particularly given the relationships and contacts that have been built over the past 3 years, the personal touch and attention to detail has been cited by many sponsors as one of the deciding factors for their repeated involvement.

 

Decision: To contract with LJN Consulting for Sponsorship Liaison & Sales consultancy services between 1st April 2016 to 31st March 2017.

 

Reason: To enable the provision of Sponsorship Liaison & Sales Consultancy for the 2016/17 financial year ensuring that there is continuation of the existing relationship between sponsors and the Council. There will be a period of soft market testing in January 2017, followed by a competitive process to source a supplier for this service; the contract for which will commence in April 2017.

Wards affected: (All Wards);


29/09/2016 - OD/16/43 Anglia Business Exhibition, Strategic partner funding ref: 262    Recommendations Approved

The Anglia Business Exhibition (ABE) is organised by the Suffolk Chamber of Commerce and ISSBA. For the last 3 years Ipswich Borough Council has been a 2nd Tier Sponsor of the event.

 

As well as sponsorship of the event IBC also host a stand.

 

In past years, visitors to the Council’s stand have requested information in relation to;

·         Investment into the town

·         Car parking

·         Financial information / support regarding new business start-ups

·         Signposting to other agencies.

 

With the potential for circa 2000 visitors, this event is an ideal opportunity to showcase the support the Council can provide to its SME’s and the future plans and growth the town has to offer.

 

There are three funding options;

·         Option One – do not fund (no provision of sponsorship or stand)

·         Option Two – Fund (sponsorship and stand) for one Year at a cost of £5,000

·         Option Three – Fund (sponsorship and stand for three years at an overall cost of £13,500, funding of £4,500 per year

 

The decision is to fund option three – effectively a continuation of the level of support that the Council has provided in recent years,

 

Funding for three years enables IBC to influence the shape of the event, the three year ‘package’ is more cost effective that single year arrangements - providing a saving of £1,500. The three year package also enables IBC to select a stand prior to general sales.

 

As a strategic partner in the 2017 event IBC will be able to host a one hour reception / networking event, the space provided has the capacity to hold 50 delegates.

 

There is provision within the budget for this commitment.

Decision Maker: Officer Decision

Decision published: 10/10/2016

Effective from: 29/09/2016

Decision:

The Anglia Business Exhibition (ABE) is organised by the Suffolk Chamber of Commerce and ISSBA. For the last 3 years Ipswich Borough Council has been a 2nd Tier Sponsor of the event.

 

There are three funding options;

·         Option One – do not fund (no provision of sponsorship or stand)

·         Option Two – Fund (sponsorship and stand) for one Year at a cost of £5,000

·         Option Three – Fund (sponsorship and stand for three years at an overall cost of £13,500, funding of £4,500 per year

 

The decision is to fund option three – effectively a continuation of the level of support that the Council has provided in recent years,

 

Funding for three years enables IBC to influence the shape of the event, the three year ‘package’ is more cost effective that single year arrangements - providing a saving of £1,500. The three year package also enables IBC to select a stand prior to general sales.

 

As a strategic partner in the 2017 event IBC will be able to host a one hour reception / networking event, the space provided has the capacity to hold 50 delegates.

Wards affected: (All Wards);


26/09/2016 - OD/16/42 Decision to procure replacement Internet Proxy Security Server ref: 261    Recommendations Approved

The Council’s current Internet Proxy Security Server (part of the Council’s internet browsing security) is nearing its practical end of life. A procurement exercise has been carried out and a replacement product selected following appropriate evaluations and received quotations.

Decision Maker: Officer Decision

Decision published: 10/10/2016

Effective from: 26/09/2016

Decision:

The Council’s current Internet Proxy Security Server (part of the Council’s internet browsing security) is nearing its practical end of life. A procurement exercise has been carried out and a replacement product selected following appropriate evaluations and received quotations.

Wards affected: (All Wards);


29/09/2016 - OD/16/41 Sunday / Evening Bus Services - SE Ipswich ref: 260    Recommendations Approved

Although the Council has no statutory duty to subsidise bus services, at its meeting of 14th July 2015 the Council’s Executive determined to fund a trial diversion of Ipswich Buses Services 6 and 11 (now 6 and 6A) through Broke Hall in the evenings and on Sundays / Bank Holidays, following changes made to other commercial bus services. The trial diversion was to run for 12 months during which period a decision would be made as to whether to continue the trial and if so for how long and on what terms. The Council entered into a Service Subsidy Agreement with the operator of the services (Ipswich Buses Ltd) and the trial diversion started on 4th October 2015. The agreement runs until 1st October 2016.

 

Ipswich Buses have supplied some statistics on usage, the effect of which is to show that the numbers of passengers boarding or alighting on these services on Broke Hall has been very low and that this has resulted in a subsidy per passenger of over £11. As such, a decision has now been made not to extend the Service Subsidy Agreement as it is considered that this does not offer value for money to the Council.

Decision Maker: Officer Decision

Decision published: 03/10/2016

Effective from: 29/09/2016

Decision:

At its meeting of 14th July 2015 the Council’s Executive determined to fund a trial diversion of Ipswich Buses Services 6 and 11 (now 6 and 6A) through Broke Hall in the evenings and on Sundays / Bank Holidays, following changes made to other commercial bus services. The Council entered into a Service Subsidy Agreement with the operator of the services (Ipswich Buses Ltd). The agreement runs until 1st October 2016.

 

A decision has been made not to extend the Service Subsidy Agreement as it is considered that this does not offer value for money to the Council.

Wards affected: Bixley;


28/09/2016 - OD/16/40 Temporary Closure of the Queen Anne Room in Christchurch Mansion ref: 259    Recommendations Approved

Safety requirements for the removal of asbestos mean the collections need to be moved into the area the public would normally view the room from as the room is too small to place the collections elsewhere and still permit public access.

 

Decision: To close the Queen Anne Room in Christchurch Mansion from 29th September 2016 until the asbestos removal work is complete, which is due to be 14th October 2016.

Decision Maker: Officer Decision

Decision published: 03/10/2016

Effective from: 28/09/2016

Decision:

Decision: To close the Queen Anne Room in Christchurch Mansion from 29th September 2016 until the asbestos removal work is complete, which is due to be 14th October 2016.

 

Reason: The room is too small for the work requirements and allowing space for public access

Wards affected: (All Wards);


19/09/2016 - OD/16/39 Immediate Revocation of a Private Hire Vehicle Driver's Licence ref: 258    Recommendations Approved

Allegations of plying for hire, no insurance, theft of a mobile ‘phone and making inappropriate comments to young female passengers were received against a licensed Private Hire Vehicle Driver.

 

The Private Hire Vehicle Driver’s Licence was revoked with immediate effect on the grounds of public safety.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 30/09/2016

Effective from: 19/09/2016

Decision:

The Private Hire Vehicle Driver’s Licence was revoked with immediate effect on the grounds of public safety.

Wards affected: (All Wards);


22/09/2016 - OD/16/38 Park & Ride - Sundays Before Christmas Operation ref: 257    Recommendations Approved

In order to promote the economy of the town centre in the run up to Christmas, it has been decided to fund the provision of the Ipswich Park & Ride service on Sundays for the 5 Sundays before Christmas which will cover the period from when the Christmas lights are switched on. The cost for this is £7,272 and will be arranged via Suffolk County Council (SCC) who have a service subsidy agreement with Ipswich Buses Ltd to provide the service. SCC are funding the provision of the service on late night shopping Thursdays covering the same period.

 

The main alternative option would be to not fund the Sunday service but this would mean that it would not run and it is considered that this would not be conducive to the economic interests of the town centre.

Decision Maker: Officer Decision

Decision published: 29/09/2016

Effective from: 22/09/2016

Decision:

In order to promote the economy of the town centre in the run up to Christmas, it has been decided to fund the provision of the Ipswich Park & Ride service on Sundays for the 5 Sundays before Christmas which will cover the period from when the Christmas lights are switched on. The cost for this is £7,272 and will be arranged via Suffolk County Council (SCC) who have a service subsidy agreement with Ipswich Buses Ltd to provide the service. SCC are funding the provision of the service on late night shopping Thursdays covering the same period.

Wards affected: (All Wards);


05/09/2016 - OD/16/37 Decision to Terminate Lease of Units 2, 3 and 4, 88 Princes Street, Ipswich ref: 256    Recommendations Approved

Decision made to terminate the lease of units 2, 3 and 4, 88 Princes Street using the break clause in the lease, following issues with the tenant.

Decision Maker: Officer Decision

Decision published: 20/09/2016

Effective from: 05/09/2016

Decision:

Decision made to terminate the lease of units 2, 3 and 4, 88 Princes Street using the break clause in the lease, following issues with the tenant.

Wards affected: Gipping;


14/09/2016 - OD/16/36 Provision of Professional Quantity Surveying Services ref: 255    Recommendations Approved

Following irregularities in the procurement process for a new QS contract for services to Maintenance and Contracts it has become necessary to extend the existing provision while a new procurement exercise is carried out.

 

The provision of QS services to Maintenance and Contracts is essential in enabling the proper management of multi-million pound work programmes.

 

The current supplier (appointed via OD/15/49) has agreed to continue via a contract extension for 6 months at the existing rate.

Decision Maker: Officer Decision

Decision published: 19/09/2016

Effective from: 14/09/2016

Decision:

Following irregularities in the procurement process for a new QS contract for services to Maintenance and Contracts it has become necessary to extend the existing provision while a new procurement exercise is carried out. The current supplier (appointed via OD/15/49) has agreed to continue via a contract extension for 6 months at the existing rate.

Wards affected: (All Wards);


08/09/2016 - OD/16/34 Procurement of New Intranet ref: 253    Recommendations Approved

The existing IBC intranet was developed in-house during 2011 and is now out of date and no longer meeting the requirements of employees and the organisation, particularly in terms of good communications, collaboration and retaining knowledge.

 

Additionally, the current system does not enable employees working out in the field to access the intranet via mobile devices and stay in touch with the organisation.

 

The Council sought to purchase a new intranet solution that fulfils specific requirements and engage staff across the organisation. Following a competitive process it has been decided to award the contract for three years to Interact.

Decision Maker: Officer Decision

Decision published: 14/09/2016

Effective from: 08/09/2016

Decision:

The Council sought to purchase a new intranet solution that fulfils specific requirements and engage staff across the organisation. Following a competitive process it has been decided to award the contract for three years to Interact.

Wards affected: (All Wards);


01/09/2016 - OD/16/33 Contract for Collection and Kennelling of Stray Dogs ref: 252    Recommendations Approved

Following unsuccessful market testing it has been decided to award the Contract for collection and kennelling of stray dogs to the current supplier without a formal tendering process. The approximate cost of the contract is £14,000 per year and it is awarded on a two year basis.

Decision Maker: Officer Decision

Decision published: 14/09/2016

Effective from: 01/09/2016

Decision:

Following unsuccessful market testing it has been decided to award the Contract for collection and kennelling of stray dogs to the current supplier without a formal tendering process. The approximate cost of the contract is £14,000 per year and it is awarded on a two year basis.

 

The Head of Housing and Community Services and the Head of Resource Management were consulted in the decision to exempt from competition on the grounds that it is economically in the best interests of the Council.

Wards affected: (All Wards);


14/09/2016 - OD/16/35 Employment Land Needs Assessment - exemption from contract standing orders and appointment of contractor ref: 254    Recommendations Approved

The Council has previously appointed Nathaniel Lichfield and Partners (NLP) to conduct an employment land needs assessment on behalf of Ipswich, Babergh, Mid , Waveney and Suffolk Coastal Councils.

 

It has now been identified that a stage 2 study is required and the partners consider that it would be most expedient to use Nathaniel Lichfield and Partners again.

 

The requirement for competition within Contract Standing Orders has been waived following consultation with the Head of Resource management and the Head of Development on the basis that this is economically in the best interests of the Council.

 

The total value of the contract is expected to be in the region of £110,000 with costs shared between the partner councils.

Decision Maker: Officer Decision

Decision published: 14/09/2016

Effective from: 14/09/2016

Decision:

The Council has previously appointed Nathaniel Lichfield and Partners (NLP) to conduct an employment land needs assessment on behalf of Ipswich, Babergh, Mid , Waveney and Suffolk Coastal Councils.

 

It has now been identified that a stage 2 study is required and the partners consider that it would be most expedient to use Nathaniel Lichfield and Partners again.

 

The requirement for competition within Contract Standing Orders has been waived following consultation with the Head of Resource management and the Head of Development on the basis that this is economically in the best interests of the Council.

 

The total value of the contract is expected to be in the region of £110,000 with costs shared between the partner councils. The Development Portfolio Holder has been consulted by the Planning Policy Team on this matter.

Wards affected: (All Wards);


09/09/2016 - OD/16/32 Loan of objects from the Ipswich Borough Council collections ref: 251    Recommendations Approved

This decision relates to three current loan requests from the following:

 

Norfolk Museums Service have requested an extension to a current loan of the Replica Head of Claudius which was originally approved for a three-year period in 2013. The replica object is currently on display in the Boudica gallery at Norwich Castle Museum and it is proposed that it remain on loan. It will not be required for exhibition in Ipswich during the proposed three-year extension. An inspection visit will be arranged to check on the condition of the object. This loan extension has been approved.

 

The second request is from a PhD student at the University of Huddersfield for access to thirty Roman coins from The Rendlesham Collection as part of a research project assessing the condition of Roman coins from the ploughsoil and correlating this with historic land use and soil conditions on sites. This research forms part of the wider Rendlesham project which the Museum Service has been supporting for several years. The coins will be studied using XRF and X-Ray analysis. Satisfactory information has been provided regarding insurance and security arrangements. The loan is for a maximum period of six months and none of these items will be required for exhibition during this period. This loan has been approved.

 

The third request is from Suffolk Archaeology Service for access to 350 objects from The Rendlesham Collection as part of the preparation of the final publication of the Rendlesham project. The objects are required for illustration. Satisfactory information has been provided regarding insurance and security arrangements. The loan is for a maximum period of six months and none of these items will be required for exhibition during this period. This loan has been approved.

Decision Maker: Officer Decision

Decision published: 12/09/2016

Effective from: 09/09/2016

Decision:

This decision relates to three current loan requests from the following:

·         Norfolk Museums Service have requested an extension to a current loan of the Replica Head of Claudius. This loan extension has been approved.

·         A PhD student at the University of Huddersfield has requested access to thirty Roman coins from The Rendlesham Collection as part of a research project. This loan has been approved.

·         Suffolk Archaeology Service have requested access to 350 objects from The Rendlesham Collection as part of the preparation of the final publication of the Rendlesham project. This loan has been approved.

 

Reason:

To enable the IBC collections to contribute to a permanent exhibition or to support wider archaeological research and to continue the Museum Service’s partnership working with a network of cultural organisations.

Wards affected: (All Wards);


25/08/2016 - OD/16/31 Immediate Revocation of a Private Hire Vehicle Driver's Licence ref: 250    Recommendations Approved

Notification was received from a Private Hire Driver that he had suffered a transient ischaemic attack (TIA). The DVLA Group 2 medical standards of fitness to drive are that a licence is revoked for 1 year following such an attack.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 26/08/2016

Effective from: 25/08/2016

Decision:

Immediate Revocation of a Private Hire Vehicle Driver’s Licence.

 

Notification was received from a Private Hire Driver that he had suffered a transient ischaemic attack (TIA). The DVLA Group 2 medical standards of fitness to drive are that a licence is revoked for 1 year following such an attack.

Wards affected: (All Wards);


24/08/2016 - OD/16/30 Temporary closure of the Clarkson and Anglo-Saxon Galleries at Ipswich Museum ref: 249    Recommendations Approved

Decision: To temporarily close the Clarkson and Anglo-Saxon Galleries at Ipswich Museum from 31st August until 6th September to allow new flooring to be installed. The timing of this closure is governed by the project plan for the Rendlesham Hoard display.

 

Reason:

·         The flooring is being replaced in the Anglo-Saxon gallery.

·         To safely move and store the Anglo-Saxon displays for the duration of the works in the Clarkson gallery.

Decision Maker: Officer Decision

Decision published: 26/08/2016

Effective from: 24/08/2016

Decision:

To temporarily close the Clarkson and Anglo-Saxon Galleries at Ipswich Museum from 31st August until 6th September to allow new flooring to be installed. The timing of this closure is governed by the project plan for the Rendlesham Hoard display.

Wards affected: (All Wards);


22/08/2016 - OD/16/29 Tech East ref: 248    Recommendations Approved

TechEast is a partnership programme whose mission is “to accelerate the growth of the digital tech economy in the East, through promotion, excellence and support” with an objective of creating a further 5,000 jobs, generate an extra £650M GVA of economic growth in the East and be one of the UK’s Top 5 tech cluster by 2020.

 

This will be delivered through sharing best practice, improving joint working, encouraging more inward investment and showcasing the region’s strengths through a TechEast “embassy” in London.

 

The organisation is currently funded through Suffolk County Council, Norfolk County Council & New Anglia LEP with in-kind support from Suffolk Chamber of Commerce who supports the programme, PR and website.

 

Proposals with county councils and LEP for funding are likely to be completed in September/October and, as part of their plan to be a self-sustaining membership club in 3 years, they have just launched a membership package and are seeking commercial sponsors and patrons.

 

Decision

IBC will invest £10,000 for a one year membership as a Patron of Tech East. There are sufficient funds in the Economic Development budget for this commitment.

Decision Maker: Officer Decision

Decision published: 26/08/2016

Effective from: 22/08/2016

Decision:

IBC will invest £10,000 for a one year membership as a Patron of Tech East. There are sufficient funds in the Economic Development budget for this commitment.

 

The “Patron” scheme includes four main areas of benefit to IBC:

·         Inclusion within Tech East brand package and opportunity to co-brand activities

·         An opportunity to influence policy and strategic direction

·         Access to high profile and strategic networking opportunities

·         Access to the Tech East London Embassy

 

The investment and strategic relationship will be managed through the Tech East engagement group to ensure that we are able to influence the way the programme is managed.

 

Reason for Recommendation

This is a significant growth sector for Ipswich as the national Tech Nation report found that in 2015, digital businesses in and around Ipswich are worth almost £200m to the local economy, sustaining almost 10,000 jobs.

 

As Patron of Tech Each, we would be able to use the London Embassy for IBC meetings with potential developers or investors which could add significant value to our profile within this industry and encourage inward investment into the Borough.

Wards affected: (All Wards);


22/08/2016 - OD/16/28 Decision to commission FirmStep development resource ref: 247    Recommendations Approved

Following failure to recruit to a system analyst post to focus on supporting the Customer Access Improvement Programme it has been decided to use the budget to purchase additional support from the system supplier, Firmstep so that the project is able to continue according to plan.

Decision Maker: Officer Decision

Decision published: 26/08/2016

Effective from: 22/08/2016

Decision:

Following failure to recruit to a system analyst post to focus on supporting the Customer Access Improvement Programme it has been decided to use the budget to purchase additional support from the system supplier, Firmstep so that the project is able to continue according to plan.

Wards affected: (All Wards);


17/08/2016 - OD/16/27 Ipswich Parking Strategy ref: 246    Recommendations Approved

The Council, working in partnership with Suffolk County Council (SCC), Ipswich Central and working within the wider auspices of the Ipswich Vision, has agreed to replace the current Ipswich Parking Strategy which dates from the 1990s. This is part of the ‘Ipswich Vision’ strategy which seeks to ensure that Ipswich has the type and level of town centre related parking provision it needs to support the local economy whilst taking into account environmental issues and the need to promote sustainable transport.

 

To assist with this, the Council has tendered for consultancy works. A panel of officers from IBC, SCC and NALEP (on behalf of Ipswich Central) interviewed the shortlisted bidders during w/c 15 August 2016 and scored the bids against agreed evaluation criteria. As a result of this, a decision has been made to award the consultancy works to WYG Transport. An alternative option would be to award the work to a different bidder but WYG scored the highest against the weighted evaluation criteria.

 

The decision is to award the contract to WYG Transport at a cost of £38,307.50.

 

The contract will be funded during the financial year 2016/17 and split 50:50 from Ipswich Borough Council (£19,153.75) and Suffolk County Council (£19,153.75).

Decision Maker: Officer Decision

Decision published: 26/08/2016

Effective from: 17/08/2016

Decision:

The decision is to award the contract to WYG Transport at a cost of £38,307.50.

 

The contract will be funded during the financial year 2016/17 and split 50:50 from Ipswich Borough Council (£19,153.75) and Suffolk County Council (£19,153.75).

Wards affected: (All Wards);


04/08/2016 - OD/16/26 Ipswich Entrepreneurs ref: 245    Recommendations Approved

The Ipswich Entrepreneur Programme is a course for entrepreneurs who want to launch and monetise their business ideas. It is aimed at developing business and social enterprise start-ups and improving the business survival rate in Ipswich. The courses enable students to develop key skills to enable them to successfully run and develop their own enterprise including; business planning, finance, building a website, marketing, sales and how to establish a brand.

 

Ipswich Entrepreneurs supports the IBC Economic Strategy and its Implementation Plan’s focus on jobs and skills in Ipswich.

 

There have been 2 previous cohorts supporting 33 entrepreneurs, resulting in successful business and social enterprise start-ups, growth of fledgling businesses and increased employment. Ipswich Borough Council contributed funding to both previous cohorts.

 

There is funding in the budget for this activity to be commissioned.

Decision Maker: Officer Decision

Decision published: 15/08/2016

Effective from: 04/08/2016

Decision:

Decision

IBC will invest £24,000 over twelve months (from September 2016) to the Eastern Enterprise Hub to deliver a structured learning programme to 18 entrepreneurs. The course will commence in September 2016, the action learning sets will run until February 2017 with final evaluations and student assessments in September 2017.

 

This investment will be secured and controlled via a contract between Ipswich Borough Council and the Eastern Enterprise Hub.

 

The Chief Executive has waived Contract Standing Orders under Part 4 Section 9 3.2 – goods or materials are available only as proprietary or patented articles from one contractor or supplier, and for which there is no reasonable satisfactory alternative.

 

Reason for Recommendation

The programme has been delivered successfully in previous years, resulting in start-ups, growth of fledgling businesses and increased employment. There is a local demand for the programme which is unique to Ipswich, offering an innovative approach to developing and growing Ipswich businesses and entrepreneurial networks.

Wards affected: (All Wards);


03/08/2016 - OD/16/25 Temporary closure of the east corridor and restricted access to west corridor in Christchurch Mansion ref: 244    Recommendations Approved

To temporarily close the first floor east corridor and restrict access to the first floor west corridor from 8th August for two weeks to enable the wiring contractors to work safely.

Decision Maker: Officer Decision

Decision published: 15/08/2016

Effective from: 03/08/2016

Decision:

To temporarily close the first floor east corridor and restrict access to the first floor west corridor from 8th August for two weeks to enable the wiring contractors to work safely.

Wards affected: (All Wards);


03/08/2016 - OD/16/24 Partial closure of Ogilvie British Bird Gallery ref: 243    Recommendations Approved

To partially close the Ogilvie British Bird Gallery following water ingress and damage to the plaster ceiling.

 

This is a precautionary health and safety measure until a repair can be conducted.

Decision Maker: Officer Decision

Decision published: 15/08/2016

Effective from: 03/08/2016

Decision:

To partially close the Ogilvie British Bird Gallery following water ingress and damage to the plaster ceiling.

Wards affected: Westgate;


03/08/2016 - OD/16/23 Immediate Revocation of a Private Hire Vehicle Driver’s Licence ref: 242    Recommendations Approved

Notification was received from a member of the public and the Police that they are investigating a complaint of a serious sexual nature regarding a licensed Private Hire Vehicle Driver.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 15/08/2016

Effective from: 03/08/2016

Decision:

Immediate Revocation of a Private Hire Vehicle Driver’s Licence.

Wards affected: (All Wards);


29/07/2016 - OD/16/22 Procurement of equipment to maintain all weather surfaces ref: 241    Recommendations Approved

Parks and Open Spaces require equipment for the maintenance of all weather surfaces in order to meet contractual commitments.

 

Following a competitive process it has been decided to purchase a Redexim Verti top 1200 and Redexim Verti-comb 4000 hydraulic folding brush at a total cost of £18,231.

Decision Maker: Officer Decision

Decision published: 15/08/2016

Effective from: 29/07/2016

Decision:

Parks and Open Spaces require equipment for the maintenance of all weather surfaces in order to meet contractual commitments.

 

Following a competitive process it has been decided to purchase a Redexim Verti top 1200 and Redexim Verti-comb 4000 hydraulic folding brush at a total cost of £18,231.

Wards affected: (All Wards);


02/08/2016 - OD/16/21 Trial opening of the Town Hall on Mondays ref: 240    Recommendations Approved

To undertake a trial opening of the Town Hall on a Monday to include the Café for an initial 3 months. This can be achieved through existing budgets.

 

Generating increased footfall and opportunities to promote services and gain additional hires.

 

A review will take place at the end of the trial period to evaluate the success against set criteria agreed prior to the start of the trial.

Decision Maker: Officer Decision

Decision published: 08/08/2016

Effective from: 02/08/2016

Decision:

To undertake a trial opening of the Town Hall on a Monday to include the Café for an initial 3 months. This can be achieved through existing budgets.

Wards affected: Alexandra; St Margaret's; Westgate;


08/08/2016 - OD/16/20 Planned Maintenance - High Level Gutter Cleaning ref: 239    Recommendations Approved

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to provide High Level Gutter Cleaning to 3/4 storey blocks of flats across the Borough. Eight tenders were returned and evaluated.

 

The contract is for 3 years and the successful contractors (Gutter Free Ltd) bid was £92,043. The overall tender was evaluated on selection criteria of 60% price and 40% quality.

 

Alternative options considered and why rejected

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical experience to provide the necessary works.

Decision Maker: Officer Decision

Decision published: 08/08/2016

Effective from: 08/08/2016

Decision:

The contract is for 3 years and the successful contractors (Gutter Free Ltd) bid was £92,043. The overall tender was evaluated on selection criteria of 60% price and 40% quality.

Wards affected: (All Wards);


05/07/2016 - OD/16/19 MA2 and Borough-wide Fencing and Gates Repair and Replacement ref: 238    Recommendations Approved

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to provide the replacement and repair of gates and fencing across the Borough. Five tenders were returned and evaluated.

 

The contract is for 3 years and the successful contractor bid was £57,922.00. The overall tender was evaluated on selection criteria of 70% price and 30% quality.

 

Alternative options considered and why rejected

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical experience to provide the necessary works.

Decision Maker: Officer Decision

Decision published: 05/08/2016

Effective from: 05/07/2016

Decision:

The contract is for 3 years and the successful contractor bid was £57,922.00. The overall tender was evaluated on selection criteria of 70% price and 30% quality.

Wards affected: (All Wards);


08/06/2016 - OD/16/18 Gas Servicing & Maintenance Contract One Year Extension ref: 237    Recommendations Approved

Why it is being made listing reasons for the decision

The Gas Servicing and Maintenance contract was an open OJEU contract tendered and approved by Executive on 24th July 2012 and was subsequently let on the basis of a 4 year contract with an option to extend by up to 2 years.

 

The 4 year contract expires on the 30th September 2016 and the option to extend by 1 year was taken up.

 

The existing contractor has confirmed that they will accept the same terms and conditions and rates in compliance with the contract agreement, which complies with Public Contracts Regulations.

 

Alternative options considered and why rejected

The option to re-tender the contract was considered but given that the existing Contractor provided the most advantageous tender and they have performed and demonstrated that they capable of continuing to provide the level of service required, the option to extend the contract was considered the most economically advantageous option.

Decision Maker: Officer Decision

Decision published: 05/08/2016

Effective from: 08/06/2016

Decision:

The 4 year contract expires on the 30th September 2016 and the option to extend by 1 year was taken up.

 

The existing contractor has confirmed that they will accept the same terms and conditions and rates in compliance with the contract agreement, which complies with Public Contracts Regulations.

Wards affected: (All Wards);


12/07/2016 - OD/16/17 MA2 and Borough-wide Electrical Responsive Repairs ref: 236    Recommendations Approved

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to provide support to the in-house electrical repairs team across the Borough. Four tenders were returned and evaluated.

 

The contract is for 3 years with an optional extension of a further year, the successful contractor bid was £49,425.86. The overall tender was evaluated on selection criteria of 60% price and 40% quality.

 

Alternative options considered and why rejected

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical experience to provide the necessary works.

Decision Maker: Officer Decision

Decision published: 05/08/2016

Effective from: 12/07/2016

Decision:

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to provide support to the in-house electrical repairs team across the Borough.

 

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical experience to provide the necessary works.

Wards affected: (All Wards);


08/07/2016 - OD/16/16 Decision to Grant Fund St Giles Trust SOS Project for Ipswich ref: 235    Recommendations Approved

The Head of Housing and Community Protection has allocated project funding of £20K from his Community Development budget to enable community development work to be undertaken in the Jubilee Park Area.

 

Outcomes:

1.    Six fully trained Peer Advisors NVQ Level 3 Information Advice and Guidance (IAG) to support youth engagement and intervention work in the area.

2.    Young vulnerable people would be diverted away from being drawn into gang cultures and drug activities by providing credible alternatives into education, training and employment.

3.    Reduction in the level of anti-social and violent behaviour in the area and by doing so improving the quality of life for residents in that area.

 

Informal market research has indicated that this is a very specialist project therefore the Chief Operating Officer has waived Contract Standing Orders under Part 4 Section 9 3.2 – goods or materials are available only as proprietary or patented articles from one contractor or supplier, and for which there is no reasonable satisfactory alternative.

Decision Maker: Officer Decision

Decision published: 12/07/2016

Effective from: 08/07/2016

Decision:

The Head of Housing and Community Protection has allocated project funding of £20K from his Community Development budget to enable community development work to be undertaken in the Jubilee Park Area.

 

Informal market research has indicated that this is a very specialist project therefore the Chief Operating Officer has waived Contract Standing Orders under Part 4 Section 9 3.2.

Wards affected: (All Wards);


30/06/2016 - OD/16/15 Appointment of Removals company ref: 234    Recommendations Approved

Ipswich Borough Council requires a specialist removal company to move Ipswich Museum collections from Colchester to Ipswich.

 

Following a request for quotations to several companies, four quotes were returned and evaluated for the provision of the removal services.

 

The winning supplier (Harrow Green) are an experienced and established removals company.

 

The contract value is £17,968 plus VAT.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 30/06/2016

Decision:

To approve the appointment of the removals company, Harrow Green.

 

Reason: To transport Ipswich Museum Collections from Colchester to Ipswich.

Wards affected: (All Wards);


20/06/2016 - OD/16/14 Procurement of a Spider for grass cutting banks and slopes ref: 233    Recommendations Approved

Parks have a contract for cutting grass on Highways and Housing land. In order to carry out this work in a safe manner this piece of equipment allows steep banks to be cut without risk to the operator, public, traffic and property and within the cutting frequency. Having considered the merits and benefits of the options available, namely comparing price and specification of suitable equipment it is the view that this equipment is the only suitable one to do the work and after discussion with the Parks Workshop Supervisor and Area Supervisors, all are in agreement with the decision taken, to purchase the Ransomes Spider at a total cost of £12,913.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 20/06/2016

Decision:

To purchase the Ransomes Spider at a total cost of £12,913.

Wards affected: (All Wards);


29/06/2016 - OD/16/13 Decision to Procure replacement ICT data storage unit ref: 232    Recommendations Approved

The current ICT data storage hardware was full and near its maintainable end of life (5 years). A decision was taken to replace it and appropriate quotes were sought for the most competitive price.

 

Research was undertaken earlier in the year to assess alternative technologies (chiefly Software Defined Storage) but the conclusion was reached that the current SAN technology was still best value for the purposes required.

 

This is included as a recorded decision as the value of the equipment purchased exceeds the £10,000 guideline.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 29/06/2016

Decision:

The current ICT data storage hardware was full and near its maintainable end of life (5 years). A decision was taken to replace it and appropriate quotes were sought for the most competitive price.

Wards affected: (All Wards);


09/06/2016 - OD/16/11 Appointment of Structural engineering advice for Crown Multi Storey Car Park ref: 230    Recommendations Approved

Ipswich Borough Council requires Structural engineering advice for the development of the Crown Multi Storey Car Park.

 

Following a request for quotations to several engineers, one quote was returned and evaluated for the provision of the Structural engineering consultant duties.

 

The winning supplier (JP Chick and Partners) are an experienced, local and established structural engineer whose proposed fee is equivalent to other professional fees and within the budget allocated for the project.

 

The contract value (fixed fee) is £14,000 plus VAT.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 09/06/2016

Decision:

To approve the appointment of the Engineer, JP Chick and Partners.

 

Reason: To provide specialist advice to develop the employer’s requirements.

Wards affected: Alexandra; Westgate;


09/06/2016 - OD/16/10 Appointment of Mechanical & Electrical Engineering advice for Crown Multi Storey Car Park ref: 229    Recommendations Approved

Ipswich Borough Council requires Mechanical and Electrical Engineering advice for the development of the Crown Multi Storey Car Park.

 

Following a competitive procurement process, 7 quotes were returned and evaluated for the provision of the Mechanical and Electrical consultant duties.

 

The winning supplier (MLM) was the most economically advantageous tenderer.

 

The contract value (fixed fee) was £13,910 plus VAT.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 09/06/2016

Decision:

To approve the appoint of the Engineer, MLM.

 

Reason: To provide specialist advice to develop the employer’s requirements.


09/06/2016 - OD/16/09 Appointment of Architectural Advice for Crown Multi Storey Car Park ref: 228    Recommendations Approved

Ipswich Borough Council requires Architectural advice for the development of the Crown Multi Storey Car Park.

 

Following a competitive procurement process, 4 quotes were returned and evaluated for the provision of the Architectural consultant duties.

 

The winning supplier (KLH Architecture) was the most economically advantageous tenderer.

 

The contract value (fixed fee) was £23,750 plus VAT.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 09/06/2016

Decision:

To approve the appointment of the Architect, KLH Architecture.

 

Reason: To provide specialist advice to develop the employer’s requirement.

 

 


29/06/2016 - OD/16/08 Extension of current Vending Contract by 9 months ref: 227    Recommendations Approved

Norfolk Vending and Catering Supplies (NVCS) have been running the vending contract in sport for 5 years.  It was extended by 4 months from 1 April 2016 until 31 July 2016, due to sport wishing to include a catering option for one-off events.  This required a second specification to be drawn up, resulting in a 4-month extension so that both specifications could be tendered at the same time.

 

Following a staff restructure resulting in a new post of Venues and Retail Manager, it was decided to extend the current vending contract to provide sufficient time for the new manager to review the corporate catering and vending arrangement and then go out to tender corporately rather than just for sport.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 29/06/2016

Decision:

The value of the contract was worth £26,848.18 (without VAT) from April 2015 – March 2016, and with the same amount of vending machines in place and the footfall remaining relatively static, a similar figure was expected for April 2016 to March 2017.

Wards affected: (All Wards);


16/05/2016 - OD/16/07 Museum Loans ref: 226    Recommendations Approved

This decision relates to 5 current loan requests:

 

1)    Ipswich Transport Museum – Eight Rapier Engineering Models

2)    Lavenham Arts Festival – “The Bell-Ringers” by Reginald Brill

3)    Munnings Art Museum – “King George V Riding His Favourite Pony Jock in Sandringham Great Park” by Sir Alfred Munnings

4)    Musee Marmottan Monet, Paris – “La Maison du pere Gallien a Pontoise’ by Camille Pissarro

5)    Dunwich Museum – Dunwich Town Seal

 

Further information is available in the attached decision notice.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 16/05/2016

Decision:

The outcome of the loan requests were as follows:

 

1)    Loan approved

2)    Loan declined as exhibit unavailable

3)    Loan declined as exhibit unavailable

4)    Loan declined as exhibit due to be displayed in Ipswich

5)    Loan approved

Reason: To enable the Ipswich Collections to contribute to 2 exhibitions and to continue the Museum’s partnership working with a network of cultural organisations.  The other requests were declined either because the requested works are not available or the loan would have an adverse impact on the other work of the Museum Service.

Wards affected: (All Wards);


09/06/2016 - OD/16/06 Appointment of Consultants to Prepare Non-Statutory Suffolk Strategic Planning and Infrastructure Framework (SPIF) ref: 225    Recommendations Approved

The Borough is acting on behalf of the Suffolk Local Authorities to procure a contract for the preparation by consultants of a non-statutory Suffolk-wide Strategic Planning and Infrastructure Framework.

 

The contract will be fully funded through the SCC Transformation Challenge Award (TCA) and will be administered by the TCA Board.  The cost of the contract will be likely to be up to £300,000.  It is hoped that the contract will be let in August and a SPIF prepared by April next year.  A Members Working Group chaired by Councillor Ellesmere has approved the draft contract.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 09/06/2016

Decision:

That the letting of the Contract be administered by Ipswich Borough Council in consultation with the TCA Board.

 

Reason: To provide a planning framework for development in Suffolk up to 2036.

Wards affected: (All Wards);


07/06/2016 - OD/16/12 Provision of consultants for procurement of Planned Maintenance and Kitchen and Bathrooms programme 2017 onwards ref: 231    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the services of a professional practice to coordinate the procurement of the planned maintenance and kitchen and bathroom programme for 2017 onwards. These are major long term HRA capital projects. Eleven tenders were returned and evaluated.

Decision Maker: Officer Decision

Decision published: 04/07/2016

Effective from: 07/06/2016

Decision:

An order was placed to accept the tender with the highest score after evaluation based on the selection criteria of 70% price and 30% technical ability in the sum of £24,014.

 

Alternative options considered and why rejected:

The successful supplier provided the most advantageous tender and was able to demonstrate they had the technical experience to provide the necessary procurement and technical advice within the agreed timescales.

Wards affected: (All Wards);


07/06/2016 - Election of Chair ref: 224    Recommendations Approved

Decision Maker: Audit & Governance Committee

Made at meeting: 07/06/2016 - Audit & Governance Committee

Decision published: 24/06/2016

Effective from: 07/06/2016

Decision:

Resolved:

 

that Councillor J Cook be elected as Chair of the Audit & Governance Committee for the 2016/17 municipal year.

 

1.1      The Chair welcomed newly elected Councillor Barber to the Committee and also Councillor Fisher who was in attendance as a substitute.  He also welcomed Councillor Maguire to the Committee in his capacity as an existing Councillor.   


23/05/2016 - OD/16/05 Funding for Station Forecourt Project ref: 223    Recommendations Approved

The Council has been requested to provide a financial contribution towards the cost of reconfiguring and refurbishing Ipswich railway station forecourt, alongside funding being provided by Suffolk County Council (SCC) and the train operating company Abellio Greater Anglia (AGA). This is part of a wider project to upgrade the interior of the railway station, which has also received national funding.

 

The forecourt is being redesigned in order to give greater emphasis to pedestrians, cyclists and bus users and to make a significant upgrade to the aesthetics of the area.

 

At its meeting of 25th February 2015 the Council approved its Medium Term Financial Plan (MTFP) for 2015/2016 onwards which includes the provision of £120,000 for the railway station forecourt project.

 

The railway station forecourt is an important transport interchange but also is the first impression that visitors arriving to Ipswich by rail will see. As such, the Council considers it important that the area be both functional and of a high urban design quality. This is one of the projects identified within the Ipswich Vision.

Decision Maker: Officer Decision

Decision published: 03/06/2016

Effective from: 23/05/2016

Decision:

A decision has been taken to provide the £120,000 funding contribution for the project in accordance with the MTFP. The funding will be sent to SCC as they are procuring the works. It will be conditioned that the funds can only be used to undertake the agreed enhancements to the station forecourt by the end of October 2016.

Wards affected: Bridge; Gipping;


26/05/2016 - OD/16/04 Immediate Revocation of a Private Hire Vehicle Driver's Licence ref: 222    Recommendations Approved

Notification was received from the Police that a licensed Private Hire Vehicle Driver had been convicted of driving whilst under the influence of alcohol and had been disqualified from driving for 25 months.

Decision Maker: Officer Decision

Decision published: 31/05/2016

Effective from: 26/05/2016

Decision:

Immediate Revocation of a Private Hire Vehicle Driver’s Licence.

 

Notification was received from the Police that a licensed Private Hire Vehicle Driver had been convicted of driving whilst under the influence of alcohol and had been disqualified from driving for 25 months.

 

No alternative options were considered.

Wards affected: (All Wards);


24/05/2016 - OD/16/03 Appointment of Health and Safety Consultant ref: 221    Recommendations Approved

Ipswich Borough Council requires additional expert Health and Safety advice on a call off contract.

 

Decision: To approve the appointment of the Health and Safety consultant.

 

Reason: To provide additional specialist call off H & S advice for service areas within IBC.

Decision Maker: Officer Decision

Decision published: 31/05/2016

Effective from: 24/05/2016

Decision:

Following a competitive procurement process, five quotes were returned and evaluated for the provision of the Health and Safety consultant duties.

 

The winning supplier (Lewis Safety and Training) was the most economically advantageous tenderer.

 

The contract value (for a three year period) is £20,025 plus VAT.

Wards affected: (All Wards);


17/05/2016 - OD/16/02 Temporary removal of stored collections (paper) from Christchurch Mansion Store to enable capital works ref: 220    Recommendations Approved

Ipswich Borough Council has planned to temporarily remove stored art works on paper from the Christchurch Mansion attic store to enable capital work to proceed. The items will be removed for a maximum period of May 2016 – Jan 2017.

 

The art works on paper will be temporarily stored in Norfolk Record Office (NRO) at a cost of £9,828. The reasons for this decision are as follows:

·         NRO store meets the BS5454 standard for archival material

·         It has the required capacity

·         It is accessible, by appointment

·         Equivalent local storage is not available. Suffolk Record Office does not have the required capacity.

·         There is precedent for this - the art works on paper were stored at NRO when the previous roof works were carried out in 2008. This proved to be a successful solution at that time.

·         Other options were discounted due to the impact to service delivery those locations.

 

Handling and transportation of the works on paper will be the responsibility of Colchester and Ipswich Museums Service (CIMS), under existing IBC insurance cover.

 

CIMS will be responsible for documenting all collections and recording their movement. It will also oversee all handling and transportation to ensure that it is carried out with minimal risk to the collections and maximum security.

Decision Maker: Officer Decision

Decision published: 31/05/2016

Effective from: 17/05/2016

Decision:

Decision: To approve the temporary removal and storage of the art works on paper to NRO.

 

Reason: To facilitate the progression of the Main Contract that is already appointed to repair and upgrade the Christchurch Mansion.

Wards affected: St Margaret's;


17/05/2016 - OD/16/01 Temporary removal of stored collections (furniture) from Christchurch Mansion Store to enable capital works ref: 219    Recommendations Approved

Temporarily remove stored furniture from Christchurch Mansion attic store to enable capital work. The items will be removed for a maximum period of May 2016 – Jan 2017.

 

The items of furniture will be removed and stored by Pooleys removals at a cost of £5,040. The reasons for this decision are as follows:

·         Storing the furniture separately away from the main collections within Christchurch Mansion is the most cost effective option.

·         Equivalent local storage is not available. Pooleys has the required capacity.

·         Pooleys have extensive experience of handling Ipswich Museums collections and have therefore proven to be competent.

 

CIMS will be responsible for documenting all collections and recording their movement. It will also oversee all handling and transportation to ensure that it is carried out with minimal risk to the collections and maximum security.

Decision Maker: Officer Decision

Decision published: 31/05/2016

Effective from: 17/05/2016

Decision:

Decision: To approve the temporary removal and storage of furniture from CCM to Pooleys specialist store.

 

Reason: To facilitate the progression of the Main Contract that is already appointed to repair and upgrade the Christchurch Mansion.

Wards affected: St Margaret's;


18/04/2016 - OD/15/66 Performance Management System Contract Award ref: 218    Recommendations Approved

A new employee Performance Management System has been procured for Ipswich Borough Council via the tender process on Suffolk E Sourcing.

Decision Maker: Officer Decision

Decision published: 21/04/2016

Effective from: 18/04/2016

Decision:

A new employee Performance Management System has been procured for Ipswich Borough Council via the tender process on Suffolk E Sourcing. On assessment of the returned tenders Cornerstone Ondemand offered the appropriate functionality and specification requirements for the organisation.

 

The decision has been made to award the contract to Cornerstone Ondemand to the value of £89,000 for a four year contract period.

Wards affected: (All Wards);


20/04/2016 - OD/15/65 Bus Shelter Repairs ref: 217    Recommendations Approved

In 2015 the Council ran an open competitive tender exercise for various repair works to some of its bus shelters. In respect of certain bus shelters, this included requesting quotations for a standard level of repair and an enhanced level of repair. The Council only received two tenders for the standard level of repairs and only one tender for the enhanced level of repairs for the shelters in question. The Council subsequently chose to proceed with the enhanced level of repairs for the shelters in question as this was considered to offer the most economically advantageous option in the long-term, as it should result in reducing the need for further repairs in the future by making the bus shelters more vandal proof.

 

The Council now wishes to carry out the enhanced level of repairs to all relevant bus shelters that were not repaired in this way in 2015 together with some other general repairs.

 

However, as a competitive tender exercise was run for the same type of works only a year ago and as there was only one tender submitted for these works at that time, it has been decided to waive the requirement for competition in the Council’s CSOs.

 

Keeping the Council’s bus shelters in good repair, including carrying out preventative maintenance works, is an important part of the Council’s wider aims to encourage the use of public transport. It is important for public safety. It also helps to prevent further crime and disorder by making bus shelters more vandal proof.

Decision Maker: Officer Decision

Decision published: 20/04/2016

Effective from: 20/04/2016

Decision:

The Council now wishes to carry out the enhanced level of repairs to all relevant bus shelters that were not repaired in this way in 2015 together with some other general repairs.

 

As a competitive tender exercise was run for the same type of works only a year ago and as there was only one tender submitted for these works at that time, it has been decided to waive the requirement for competition in the Council’s CSOs. This is because it is considered unlikely that there would be any compliant quotations received other than from the company who successfully tendered in 2015 and so running a competitive tender exercise would not provide any benefit to the Council but would incur unnecessary costs and delays. A quotation has been received for this from the same company that successfully tendered for the work in 2015 and the price for the works is in line with the previous tender exercise.

 

The main alternative options would be to either not carry out any repairs or not carry out any further enhanced level of repairs. The first alternative option would be detrimental to public safety and the second would be likely to lead to an increased level of repair costs to the Council in the long-term.

 

DECISION: To waive the requirement in CSOs for competition on this occasion only in respect of repairs to the Council’s bus shelters and to proceed with an order for such works with the same company that successfully tendered for the same work in 2015.

Wards affected: (All Wards);


06/04/2016 - OD/15/64 Specialist Legal Services ref: 216    Recommendations Approved

Ipswich Borough Council requires specialist legal services to deal with a complex matter and has decided at the discretion of the Chief Operating Officer to enter into a contract for legal services which may exceed £10,000 without conducting a competitive purchasing process.

Decision Maker: Officer Decision

Decision published: 20/04/2016

Effective from: 06/04/2016

Decision:

Ipswich Borough Council requires specialist legal services to deal with a complex matter and has decided at the discretion of the Chief Operating Officer to enter into a contract for legal services which may exceed £10,000 without conducting a competitive purchasing process.

 

Discretion has been exercised on the basis that it is economically in the best interests of the Council.

Wards affected: (All Wards);


07/04/2016 - OD/15/63 Appointment of Main Contractor for the removal of collections from Christchurch Mansion (MDH025) ref: 215    Recommendations Approved

Ipswich Borough Council has committed to repair the roof and upgrade the facilities at Christchurch Mansion. To allow this to happen the collections currently stored in the attics under the roof areas to be repaired need to be removed for their safety.

Decision Maker: Officer Decision

Decision published: 20/04/2016

Effective from: 07/04/2016

Decision:

Following a competitive procurement process, three tenders were returned and evaluated on the basis of cost (50%), experience (35%) and storage environment (15%).

 

The winning supplier (Restore Ltd.) scored 86% under a competitive evaluation model. The second-placed supplier scored 76% respectively. The contract value is £47,435.12 plus VAT.

 

Decision: To approve the appointment of the specialist removals contractor.

 

Reason: To facilitate the progression of the Main Contractor that is already appointed to repair and upgrade the Christchurch Mansion.

Wards affected: St Margaret's;


07/04/2016 - OD/15/62 Refusing to renew a Hackney Carriage Vehicle Driver's Licence ref: 214    Recommendations Approved

A current licensed Hackney Carriage Vehicle Driver has applied for the renewal of his licence from 1 April 2016. The medical examination form submitted with his application shows that he is suffering from heart failure. Hackney Carriage and Private Hire Drivers are required, under Council policy, to meet the DVLA Group 2 medical standards of fitness to drive, the applicant does not meet this medical standard.

Decision Maker: Officer Decision

Decision published: 20/04/2016

Effective from: 07/04/2016

Decision:

A current licensed Hackney Carriage Vehicle Driver has applied for the renewal of his licence from 1 April 2016. The medical examination form submitted with his application shows that he is suffering from heart failure. Hackney Carriage and Private Hire Drivers are required, under Council policy, to meet the DVLA Group 2 medical standards of fitness to drive, the applicant does not meet this medical standard.

 

No alternative options were considered.

Wards affected: (All Wards);


15/03/2016 - OD/15/61 Supply only of Kitchens ref: 213    Recommendations Approved

A decision was made to extend the existing kitchen supply contract by one calendar year to 31 March 2017 with Ridgeon’s, the current supplier, because a combined capital contract for bathrooms and kitchens is due to be advertised next year anticipated for a 5 year duration. This will enable a standard specification to be developed for kitchens across the Council’s entire Housing property stock. It is therefore considered to be economically in the best interests of the Council to extend the current contract for a further year and on that basis a decision was taken to waive the need for competition at this stage.

Decision Maker: Officer Decision

Decision published: 07/04/2016

Effective from: 15/03/2016

Decision:

Why it is being made listing reasons for the decision

A decision was made to extend the existing kitchen supply contract by one calendar year to 31 March 2017 with Ridgeon’s, the current supplier, because a combined capital contract for bathrooms and kitchens is due to be advertised next year anticipated for a 5 year duration. This will enable a standard specification to be developed for kitchens across the Council’s entire Housing property stock. It is therefore considered to be economically in the best interests of the Council to extend the current contract for a further year and on that basis a decision was taken to waive the need for competition at this stage.

 

Alternative options considered and why rejected

To tender for a contract for kitchen supply for one year. However the current supplier provided the most advantageous tender during the original bidding process and has demonstrated it can supply kitchens within the timescales required and it is therefore considered to be economically in the best interest of the Council to extend the current contract for one year.

Wards affected: (All Wards);


06/04/2016 - OD/15/60 Appointment of Main Contractor for the Access Road and Car Park works at Ransomes Sports Ground (MDH024) ref: 212    Recommendations Approved

A new access road and car park is to be built at Ransomes Sports Ground to support the new sports pavilion being constructed.

 

On 14 July 2015 Executive approved the funding for the new access road and car park leading up to the new pavilion building. The car park has been designed within the planned layout and constraints as already approved by IBC’s Planning Department.

 

The existing entrance in Sidegate Lane will remain, but it will be redeveloped to incorporate a new car park adjacent to the new pavilion building accommodating at least 10 Nr. car parking spaces. There will also be new lighting, landscaping and the erection of the restored Memorial Gates near the entrance area.

 

Decision: To approve the appointment of a main contractor for the works.

 

Reason: To undertake the construction of a new access road and associated car park facility at Ransomes Sports Ground off Sidegate Lane in Ipswich.

Decision Maker: Officer Decision

Decision published: 06/04/2016

Effective from: 06/04/2016

Decision:

Following a competitive procurement process eleven tenders were returned. Four of the eleven tender submissions were found to be incomplete. The remaining seven tenders were evaluated on the basis of cost (60%) and quality (40%). The initial winning supplier scored 97% under the competitive evaluation model, but then withdrew from the tendering process. The second-placed supplier (Brooks and Wood) scored 90.8% respectively, has therefore been awarded the contract to a value of £164,013.95 plus VAT.

Wards affected: Rushmere;


30/03/2016 - OD/15/59 Appointment of employer's agent for Crown Multi Storey ref: 211    Recommendations Approved

Ipswich Borough Council is constructing a new multi-storey car park at the existing crown surface car park.

 

Decision: To approve the appointment of the employer’s agent.

 

Reason: To facilitate the progression of the design and build contract for the new Crown Multi Storey carpark.

Decision Maker: Officer Decision

Decision published: 05/04/2016

Effective from: 30/03/2016

Decision:

Following a competitive procurement process, three quotes were returned and evaluated on the basis of cost (75%) & Curriculum Vitae (25%) for the provision of employers agent duties.

 

The winning supplier (Allman Woodcock Ltd.) scored 94%. The second / third -placed suppliers scored 90% and 76% respectively. The contract value is £37,250.00 plus VAT.

Wards affected: Westgate;


02/03/2016 - OD/15/58 Decision to Purchase the site of 7-9 Woodbridge Road, Ipswich ref: 210    Recommendations Approved

Decision made to purchase the site of 7-9 Woodbridge Road for following reasons:

·         Site offered for sale by Auction 2nd March 2016.

·         Opportunity for strategic purchase. The Council owns land adjacent to the site.

·         This site will connect to the existing IBC Regent car park giving extended main road frontage to the car park and providing more car parking to support the Regent and east of town centre.

·         Site can be developed for car parking use in the medium term with wider redevelopment options in the longer term.

·         The site has been vacant/untidy for a number of years and the Council could bring it back into beneficial use as a car park, to provide an additional income to the Council and improve the appearance of the area.

·         In the future the subject site could be redeveloped for housing purposes.

 

Background documents relevant to this are as follows;

Executive Committee Report “Establishment of the Property Acquisition Fund and Associated Procedures for its Use” (Ref No: E/12/11) approved by the Executive Committee 3rd July 2012 and extended by Executive Committee in September 2013 Property Acquisition Fund Report and Justification Certificate 3 March 2015.

Decision Maker: Officer Decision

Decision published: 18/03/2016

Effective from: 02/03/2016

Decision:

Decision made to purchase the site of 7-9 Woodbridge Road for following reasons:

·         Site offered for sale by Auction 2nd March 2016.

·         Opportunity for strategic purchase. The Council owns land adjacent to the site.

·         This site will connect to the existing IBC Regent car park giving extended main road frontage to the car park and providing more car parking to support the Regent and east of town centre.

·         Site can be developed for car parking use in the medium term with wider redevelopment options in the longer term.

·         The site has been vacant/untidy for a number of years and the Council could bring it back into beneficial use as a car park, to provide an additional income to the Council and improve the appearance of the area.

·         In the future the subject site could be redeveloped for housing purposes.

 

There were no alternative sites to consider.

 

There are no Crime & Disorder, Equality, Social Value in Contracts, HR, or ICT or implications.

 

The Head of Finance has been consulted and funds for the purchase were available in the Property Acquisition Fund.

 

The site is located in Alexandra ward. The purchase will be reported at Executive.

Wards affected: Alexandra;


14/03/2016 - OD/15/57 Procurement of 4 Fiat Doblo for Parks ref: 209    Recommendations Approved

Parks have 4 vehicles which are at the end of their operational life.

Decision Maker: Officer Decision

Decision published: 17/03/2016

Effective from: 14/03/2016

Decision:

Having considered the merits and benefits of the options considered, namely comparing price and specification of suitable vehicles and after consultation with officers from Finance and Procurement and the Transport Manager and Parks Workshop Supervisor, all of whom are in agreement with the decision taken, 4 Fiat Doblo vehicles have been ordered at a total cost of £46,384.92.

Wards affected: (All Wards);


02/03/2016 - OD/15/56 Immediate Revocation of a Hackney Carriage Driver's Licence ref: 208    Recommendations Approved

Immediate revocation of a Hackney Carriage Driver’s Licence as several allegations of failing to act in a civil and orderly manner received.

Decision Maker: Officer Decision

Decision published: 04/03/2016

Effective from: 02/03/2016

Decision:

Immediate revocation of a Hackney Carriage Driver’s Licence as several allegations of failing to act in a civil and orderly manner received.

 

No alternative options were considered.

Wards affected: (All Wards);


29/02/2016 - OD/15/55 Appointment of Main Contractor for the Murray Road MUGA, tennis court and reinstatement of existing court to parkland project ref: 207    Recommendations Approved

Murray Park is located on the eastern side of Ipswich. The Park presently has a disused subsiding hard-standing area formerly used as tennis courts. Some existing playground facilities currently exist within the Park.

 

The project includes for creating a new tennis court and MUGA. Also for returning the disused tennis court area to parkland that is enclosed by timber fencing and incorporated timber gates.

 

The project is funded from a mix of Council and external funding including both capital and revenue contributions. In total the Council is making a £34,000 contribution to this project from its revenue budgets with capital funding coming from Section 106 agreements and from BIFFA.

 

Decision: To approve the appointment of a main contractor for the works.

 

Reason: To undertake the construction of a new tennis court and new MUGA plus reinstatement of the disused tennis court area back to parkland in Murray Road, Ipswich. This work has already been awarded a Lawful Development Certificate IP15/01045/CLD dated 16/11/2015.

Decision Maker: Officer Decision

Decision published: 04/03/2016

Effective from: 29/02/2016

Decision:

Following a competitive procurement process, three tenders were returned and evaluated on the basis of cost (60%) and quality (40%) – (with 10% of the qualitative assessment relating to programming of the works).

 

The winning supplier for Option 2 (being a full sized tennis court and separate smaller MUGA) scored 88% under the competitive evaluation model. The second-placed supplier scored 87.65% respectively. The contract value is £132,505.00 plus VAT.

Wards affected: Priory Heath;


01/03/2016 - OD/15/54 Box Office Management System - Exemption from Standing Orders and procurement decision ref: 206    Recommendations Approved

Ipswich Borough Council’s current Box Office system has been in place for 14 years and requires upgrading to ensure continuity of service. An options appraisal (including market testing) has identified that the most cost effective option for the Council is to upgrade the existing system.

Decision Maker: Officer Decision

Decision published: 01/03/2016

Effective from: 01/03/2016

Decision:

Decision: To exempt this decision from Contract Standing Orders.

 

Reason: It is required as a matter of urgency to ensure the council has a system which meets required standards and is economically in the best interests of the Council.

 

Decision: To contract with Toptix for three years and host the system at IBC at an annual cost of £22,994.

 

Reason: To enable the provision of box office services to the Council’s venues in the most economically advantageous way.

Wards affected: (All Wards);


29/02/2016 - OD/15/53 Appointment of Main Contractor for the Extension of the Car Park at South Street ref: 205    Recommendations Approved

Ipswich Borough Council now owns a parcel of land adjacent to the existing car park off South Street. The land opens onto Norwich Road between some shop premises where a previous shop had been previously demolished.

 

This additional land is to be developed into further car parking with a tarmacadam finish, lighting, landscaping, drainage, fencing, an additional ticket machine, cycle staple, signage and the provision of ducted services ready for the connection of CCTV.

 

Decision: To approve the appointment of a main contractor for the works.

 

Reason: To undertake the construction of an extension to the existing car park facility in South Street, Ipswich. This work has already been awarded the necessary planning permission.

Decision Maker: Officer Decision

Decision published: 01/03/2016

Effective from: 29/02/2016

Decision:

Following a competitive procurement process, eight tenders were returned and evaluated on the basis of cost (60%) and quality (40%).

 

The winning supplier scored 90% under a competitive evaluation model. The second-placed supplier scored 79% respectively. The contract value is £108,429.12 plus VAT.

Wards affected: Westgate;


24/02/2016 - OD/15/52 Supply and installation of security fencing, former sugar beet factory site, Sproughton Road, Ipswich (MDH021) ref: 204    Recommendations Approved

IBC has a requirement for the supply and installation of 2.4m high galvanised metal palisade security fencing to former sugar beet factory site area so as to prevent unauthorised access.

Decision Maker: Officer Decision

Decision published: 26/02/2016

Effective from: 24/02/2016

Decision:

Following a competitive tender through Suffolk E-Sourcing, fifteen tenders were obtained for the proposed works. The QTS Ltd. tender provided best value based on 60% price and 40% quality at a value of £109,920.


24/02/2016 - OD/15/51 Award of Legionella Monitoring Contract ref: 203    Recommendations Approved

The Legionella Monitoring Contract is being renewed and is part of the cyclical maintenance programme for the Council.

Decision Maker: Officer Decision

Decision published: 24/02/2016

Effective from: 03/03/2016

Decision:

Following the competitive tendering process through Suffolk E-Sourcing it is proposed to award the four year contract for water systems maintenance, testing and management to supplier A as identified in the exempt tender analysis document. 

 

This supplier provided best value offering a significant saving when compared to the incumbent provider (over four years). They also scored the highest on quality, offering significant innovation in terms of data management and compliance.

 

Reason: To provide Council best value and to enabling continued Council compliance with statutory requirements.

 

Wards affected: (All Wards);

Lead officer: Mark Hunter


01/02/2016 - OD/15/50 Use of Temporary Resources ref: 202    Recommendations Approved

To consider the use of temporary agency resource to cover 3 vacant management and surveying posts in Housing Services.

Decision Maker: Officer Decision

Decision published: 19/02/2016

Effective from: 01/02/2016

Decision:

Decision to use temporary agency resource was taken to provide temporary management resilience whilst posts recruited to on a permanent basis.

Wards affected: (All Wards);


12/02/2016 - OD/15/49 Provision of Professional Quantity Surveying Services ref: 201    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed to procure professional quantity surveying services for the Maintenance and Contracts service area.

Decision Maker: Officer Decision

Decision published: 19/02/2016

Effective from: 12/02/2016

Decision:

An order was placed to accept the most economically advantageous tender with Allman Woodcock, who were able to demonstrate they could supply a range of options within the timescales required.

Wards affected: (All Wards);


10/02/2016 - OD/15/48 2 x Scarab Merlin Roadsweeper Lease Extensions ref: 200    Recommendations Approved

There are 2 leases for road sweepers that are due to come to an end in March 2016.  We wish to continue with the current vehicles.

Decision Maker: Officer Decision

Decision published: 19/02/2016

Effective from: 10/02/2016

Decision:

That the road sweeper leases for vehicles FJ58 OOU and FJ58 OOV be extended for one year at a total cost of £15,425.

Wards affected: (All Wards);


08/02/2016 - OD/15/47 Provision of Fiat Doblo Maxi Combi Van ref: 199    Recommendations Approved

Due to age and condition of an old vehicle, consideration was given to purchasing a new van.

Decision Maker: Officer Decision

Decision published: 19/02/2016

Effective from: 08/02/2016

Decision:

A Fiat Doblo Maxi Combo Van has been ordered at a cost of £11,492.

Wards affected: (All Wards);


21/01/2016 - OD/15/46 Multidisciplinary consultant services - Cumberland Towers ref: 198    Recommendations Approved

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was completed for multidisciplinary consultant services relating to the project management, contract administration, cost management and quality control of the proposed refurbishment project at the Cumberland Towers sheltered housing scheme.

 

An order was placed to accept the most economically advantageous tender in the sum of £39,900 with Michael Dyson Associates Ltd.

 

Alternative options considered and why rejected

The successful supplier provided the most advantageous tender and was able to demonstrate they could supply the full range of services needed within the timescales required.

Decision Maker: Officer Decision

Decision published: 09/02/2016

Effective from: 21/01/2016

Decision:

An order was placed to accept the most economically advantageous tender in the sum of £39,900 with Michael Dyson Associates Ltd.

 

The successful supplier provided the most advantageous tender and was able to demonstrate they could supply the full range of services needed within the timescales required.

Wards affected: Alexandra;


30/12/2015 - OD/15/45 Council home refurbishment ref: 197    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the adaptation of Council properties. The work allows existing tenants to remain in their home.

 

Tenders were procured in three lots and the most economically advantageous tenders were accepted in the sums of £26,280, £17,883 and £14,670.

 

The possibility of using the internal workforce was considered but this was rejected due to capacity reasons. The successful tenderers were able to demonstrate they could complete the projects to the desired quality standards in the timescales required.

Decision Maker: Officer Decision

Decision published: 05/02/2016

Effective from: 30/12/2015

Decision:

An open procurement process using Suffolk e-sourcing was completed for the adaptation of Council properties. The work allows existing tenants to remain in their home.

 

Tenders were procured in three lots and the most economically advantageous tenders were accepted in the sums of £26,280, £17,883 and £14,670.

Wards affected: Bixley; Bridge; Gainsborough; Gipping; Holywells; Priory Heath; Rushmere; Sprites; St John's; Stoke Park;


29/12/2015 - OD/15/44 Refurbishment of communal areas to Council owned flats ref: 196    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the supply and fitting of communal doors to improve safety and security for Council tenants.

 

An order was placed to accept the most economically advantageous tender in the sum of £17,070.

 

The possibility of using the internal workforce was considered but this was rejected due to the specialist nature of the works. The successful tenderer was able to demonstrate they could meet the specifications and complete the project within the timescales required.

Decision Maker: Officer Decision

Decision published: 05/02/2016

Effective from: 29/12/2015

Decision:

An open procurement process using Suffolk e-sourcing was completed for the supply and fitting of communal doors to improve safety and security for Council tenants.

 

An order was placed to accept the most economically advantageous tender in the sum of £17,070.

Wards affected: Bridge; Gipping; Sprites; Stoke Park;


28/01/2016 - OD/15/43 Changes to Profiles Gym opening hours at Whitton and Northgate ref: 195    Recommendations Approved

Changes to opening times at Whitton and Northgate Gyms resulting from a review of usage and a need to reduce costs (per budget agreed at Council in February 2014.)

Both gyms will now open at 8am instead of 6am.

Communication plans are in place to publicise the change.

Decision Maker: Officer Decision

Decision published: 03/02/2016

Effective from: 28/01/2016

Decision:

Changes to opening times at Whitton and Northgate Gyms resulting from a review of usage and a need to reduce costs (per budget agreed at Council in February 2014.)

Both gyms will now open at 8am instead of 6am.

Communication plans are in place to publicise the change.

Wards affected: (All Wards);


21/01/2016 - OD/15/42 Wolsey Art Gallery temporary closure ref: 194    Recommendations Approved

In preparation for the upcoming exhibition of Leonard Squirrel works, the Wolsey Art Gallery will need to be temporarily closed between Tuesday 2 and Friday 12 February. It will reopen to visitors on Saturday 13 February at 10am. This exhibition includes 4 new acquisitions purchased by IBC and works from our existing collection.

The temporary gallery closure is required for the following reasons:

1.    The closure of the gallery is required to meet the loan agreements we have with Tate and the private individuals who are collecting artworks lent for the previous Constable & Freud Exhibition. Closure ensures the security of the artworks and the museum staff at this time.

2.    A number of artworks in the Ipswich Borough Councils collections will need to be rehung elsewhere in the gallery. Closure of the gallery will ensure the security of the artworks and museum staff at this time.

3.    Design features will be added to the gallery as part of this display. Closure of the gallery enables the installation of the design features to be delivered efficiently and to a high standard.

4.    During the second week of closure the new security door to the Wolsey Art Gallery will be installed.

Decision Maker: Officer Decision

Decision published: 03/02/2016

Effective from: 21/01/2016

Decision:

In preparation for the upcoming exhibition of Leonard Squirrel works, the Wolsey Art Gallery will need to be temporarily closed between Tuesday 2 and Friday 12 February. It will reopen to visitors on Saturday 13 February at 10am. This exhibition includes 4 new acquisitions purchased by IBC and works from our existing collection.

Wards affected: (All Wards);


05/01/2016 - OD/15/41 Immediate Revocation of a combined Hackney Carriage and Private Hire Vehicle Driver's Licence ref: 193    Recommendations Approved

Immediate revocation of a combined Hackney Carriage and Private Hire Vehicles Driver’s Licence as two serious allegations of assault received against the driver within a 2 day period.

Decision Maker: Officer Decision

Decision published: 06/01/2016

Effective from: 05/01/2016

Decision:

Immediate revocation of a combined Hackney Carriage and Private Hire Vehicles Driver’s Licence as two serious allegations of assault received against the driver within a 2 day period.

 

No alternative options were considered.

Wards affected: (All Wards);


14/12/2015 - OD/15/40 Closure of Fore Street Swimming Pool (December 2015) ref: 192    Recommendations Approved

Following the failure of the main water valve for the Fore Street swimming pool on 14 December 2015, the facility had to be closed to the public to affect repairs (further details are set out in the document below).  The estimated timescales for the repairs was one week.

Decision Maker: Officer Decision

Decision published: 22/12/2015

Effective from: 14/12/2015

Decision:

The Head of Culture & Environment Services, in consultation with the Chief Operating Officer, determined that the Fore Street Pool be closed to the public for repairs under Part 3, Section 5, paragraph 8.10 of the Constitution.

 

Reason: To enable repair works to be undertaken

 

Update to decision: The swimming pool was reopened to the public on 21 December 2015.

Wards affected: (All Wards);


18/02/2015 - OD/15/38 Purchase of Pedestrian Barriers ref: 191    Recommendations Approved

Ipswich Borough Council’s Events Team annually procures the hire of over £15,000 worth of pedestrian barriers for use in crowd control and public safety throughout its events programme; this expenditure can be reduced year on year by the purchase of a core amount of 500 barriers at a cost of £10,000, which will service 90% of the current events programme.  In addition, these barriers can be hired out to other external users to create an income stream.

Decision Maker: Officer Decision

Decision published: 22/12/2015

Effective from: 18/02/2015

Decision:

To approve the decision to purchase 500 pedestrian barriers for use by Ipswich Borough Council for its annual events programme and to be available to hire by third parties.

 

Reason: To greatly reduce expenditure year on year through a reduction in hire costs and the creation of an income stream from providing hire services of the barriers to other external events.

Wards affected: (All Wards);


31/03/2015 - OD/15/39 Closure of Parks in Ipswich (31 March 2015) ref: 190    Recommendations Approved

Following Met Office forecasts of wind speeds in excess of 50mph, the Head of Culture and Environment Services, in consultation with the Chief Executive, determined that parks should be closed for the purposes of public safety under Part 3, Section 5, paragraph 8.10 of the Constitution.

Decision Maker: Officer Decision

Decision published: 21/12/2015

Effective from: 31/03/2015

Decision:

On 31 March 2015, it was decided that those parks that were fenced/gated should remain closed from 6.30am until the end of the day due to adverse weather conditions and the public be advised of closures.

 

Reason: To ensure public safety in parks


10/02/2015 - OD/15/37 Appointment of a Contractor for Traffic Management Services ref: 189    Recommendations Approved

It was assessed that it would be in the Council’s best interest to tender for the Provision of Traffic Management Services.  A tender exercise was undertaken (details in the attached document below) and it was decided:

 

To procure the provision of Traffic Management Services for a period of one year from 1 April 2015, to be extended for up to two years subject to satisfactory annual performance, funded from the existing budget provision.  

Decision Maker: Officer Decision

Decision published: 21/12/2015

Effective from: 10/02/2015

Decision:

To procure the provision of Traffic Management Services for a period of one year from 1 April 2015, to be extended for up to two years subject to satisfactory annual performance, funded from the existing budget provision.

 

Reason: The supplier, Palmer Fencing Ltd, is capable of meeting the Council’s requirements and their tender is the most economically advantageous for the Council.

Wards affected: (All Wards);


18/12/2015 - OD/15/36 Loan of Objects from the Ipswich Borough Council Collections ref: 188    Recommendations Approved

This decision relates to two current loan requests from the following:

·                The first loan request is from the Bulldog Trust for an exhibition entitled ‘Beyond Beauty: Transforming the Body; Style and Adornment in Ancient Egypt’ to be held at their headquarters at 2 Temple Place, London from 30 January to 24 April 2016.  The request is for a total of 31 ancient Egyptian objects of which 13 are in store and 18 in display in Ipswich Museum.  The exhibition is financially supported by Arts Council England and entry for the public is free of charge.

·                     The second loan request is from Colchester Borough Council for a Victorian lady’s two-piece dress, made around 1885.  This is for a temporary display, ‘Alice in Wonderland’, at Hollytrees Museum, which runs until the end of February 2016. The dress is currently in store.

 

These loans are made in accordance with all relevant protocols and legislation.

Decision Maker: Officer Decision

Decision published: 21/12/2015

Effective from: 18/12/2015

Decision:

That the proposed objects be loaned in accordance with all relevant protocols and legislation.

 

Reason: To enable the IBC collections to contribute to 2 exhibitions and to continue the Museum’s partnership working with a network of cultural organisations.

Wards affected: (All Wards);


15/12/2015 - OD/15/35 Refusing to renew a Private Hire Vehicle Driver's Licence ref: 187    Recommendations Approved

A current licensed Private Hire Vehicle Driver has applied for the renewal of his licence from 1 December 2015. The medical examination form submitted with his application shows that he had heart problems in 2015 which were not notified to the Council at the time. Taxi and Private Hire Drivers are required, under Council policy, to meet the DVLA Group 2 medical standards of fitness to drive, the applicant does not meet this medical standard.

Decision Maker: Officer Decision

Decision published: 17/12/2015

Effective from: 15/12/2015

Decision:

A current licensed Private Hire Vehicle Driver has applied for the renewal of his licence from 1 December 2015. The medical examination form submitted with his application shows that he had heart problems in 2015 which were not notified to the Council at the time. Taxi and Private Hire Drivers are required, under Council policy, to meet the DVLA Group 2 medical standards of fitness to drive, the applicant does not meet this medical standard.

 

No alternative options were considered.

Wards affected: (All Wards);


14/12/2015 - OD/15/34 Procurement of Ex-Demonstration Batwing Mower ref: 186    Recommendations Approved

Due to a seized engine on a mower, consideration was given to purchasing a new mower or trading in the current mower for a new mower or a relatively new ex-demonstration mower.

 

After consultation, the decision was taken to purchase the ex-demonstration mower at a cost of £14,000.

Decision Maker: Officer Decision

Decision published: 14/12/2015

Effective from: 14/12/2015

Decision:

Consideration was given to purchasing a new mower or trading in the current mower for a new mower or a relatively new ex-demonstration mower.

After consultation, the decision was taken to purchase the ex-demonstration mower at a cost of £14,000.

Wards affected: (All Wards);


11/12/2015 - OD/15/33 Temporary Closure of Profiles Gym at Whitton Sports Centre to Allow for the Renewal of Electrical Distribution Boards ref: 185    Recommendations Approved

The electrical distribution boards situated within the Profiles gym at Whitton Sports Centre require replacement.  The gym will need to be closed on Wednesday 23 December 2015 to allow for the electrical work to be completed.  Whilst this work is undertaken, other smaller repairs will also be carried out within the space.

 

This has been planned for the quietest operational time for the gym and before the New Year peak period.  The main hall and changing rooms will remain operational.  Whitton is the only centre affected therefore customers will be able to access gyms at other facilities.

 

Customers will be informed of this using notices posted around the centre 10 days before the work begins as well as over the phone when enquiring about affected booking times and via the website.  North West Area Councillors will also be informed.

Decision Maker: Officer Decision

Decision published: 11/12/2015

Effective from: 11/12/2015

Decision:

The Profiles gym at Whitton Sports Centre will need to be closed on Wednesday 23 December 2015 to allow for electrical work to be completed.

 

The main hall and changing rooms will remain operational.  Whitton is the only centre affected therefore customers will be able to access gyms at other facilities.

Wards affected: (All Wards);


04/12/2015 - OD/15/32 Temporary Closure of Main Hall at Gainsborough Sports Centre to Allow for Re-seal and Addition of Boccia Lines to Flooring ref: 184    Recommendations Approved

Gainsborough Sports Centre’s main sports hall floor requires regular resealing due to general wear and tear.  This process is required every 3-5 years to maintain the standard of the floor for sport use.  The hall was last sanded and resealed 3 years ago.

 

This also provides the opportunity to lay down Boccia court lines.  Gainsborough Sports Centre has been home to a local Boccia club for over 10 years, with one of the regular customers achieving selection for the 2016 Rio Paralympics Games.

 

The hall will be closed from Tuesday 29 December to Thursday 31 December 2015 inclusive to allow for the floor to be scrubbed down, lines painted, seal applied and time for the seal to dry ready for use.

 

This work has been planned for the quietest time in the Centre’s programme and will not affect other areas of the facility, with the squash court, community room and indoor cycle studio and changing rooms remaining operational.

 

Customers will be informed of works 14 days before they begin, through posters and over the telephone.  The XN booking system will be updated to ensure that court space cannot be hired out during this period.

Decision Maker: Officer Decision

Decision published: 11/12/2015

Effective from: 04/12/2015

Decision:

Gainsborough Sports Centre’s main sports hall will be closed from Tuesday 29 December to Thursday 31 December 2015 inclusive to allow for the floor to be scrubbed down, lines painted, seal applied and time for the seal to dry ready for use. 

 

This will not affect other areas of the facility, with the squash court, community room and indoor cycle studio and changing rooms remaining operational.  The XN booking system will be updated to ensure that court space cannot be hired out during this period.

 

 

Wards affected: (All Wards);


28/10/2015 - OD/15/31 Restriction of Public Access to Christchurch Mansion on Sunday 8th November 2015 ref: 178    Recommendations Approved

Christchurch Mansion annually hosts Ipswich’s Remembrance Day Parade. This year the date falls on Sunday 8th November.

 

The Mansion will be closed to the public until 1:30pm to allow for Remembrance Day attendees to gather before the parade and for refreshments in the Great Hall after the parade for veterans and attendees.

 

Signage will be placed around the Mansion to advise visitors, and details of the closure published on the IBC website.

 

Decision: To close Christchurch Mansion to visitors until 1.30pm on Sunday 8th November 2015

 

Reason: This closure will facilitate a key civic event.

Decision Maker: Officer Decision

Decision published: 16/11/2015

Effective from: 28/10/2015

Decision:

Decision: To close Christchurch Mansion to visitors until 1.30pm on Sunday 8th November 2015

 

Reason: This closure will facilitate a key civic event.

Wards affected: St Margaret's;


23/09/2015 - C/15/05 To Consider a Report from Councillor C Jones on Ipswich Local Plan: Core Strategy and Policies Review/Site Allocations and Policies (including IP-One Area Action Plan) Submission Development Plan Documents (Regulation 22). ref: 173    Recommendations Approved

Decision Maker: Council

Made at meeting: 23/09/2015 - Council

Decision published: 09/11/2015

Effective from: 23/09/2015

Decision:

25.1 A minor correction to appendix 1 of the report was tabled.

 

It was RESOLVED:-

 

(i)           That the Head of Development be authorised to undertake further public consultation on proposed main modifications to the review of the Core Strategy and Policies development plan document and the Site Allocations and Policies (incorporating IP-One Area Action Plan) development plan document in accordance with the Regulations and the requirements of the statement of community involvement for Ipswich review dated March 2014 as detailed in this report with the consultation to commence on or around 2nd October 2015.

 

(ii)          That prior to commencement of the consultation period, the Head of Development be authorised in consultation with Portfolio Holder for Planning, to make changes to the sustainability appraisal and appropriate assessment reports following consideration of the main modifications as detailed in this report.

 

(iii)         That prior to submission to the Government of the two development plan documents, the Head of Development be authorised to amend the duty to co-operate statement, the sustainability appraisal report and the appropriate assessment report where necessary as detailed in this report.

 

(iv)        That the submission of the two development plan documents with both main and additional modifications to the Government for an independent Examination in Public following public consultation on the proposed main modifications on or around 8th December 2015 be authorised.

 

(v)          That the modifications to the proposed submission versions of the Core Strategy and Policies development plan document review and the Site Allocations and Policies (incorporating IP-One Area Action Plan) development plan document, detailed in the report, be adopted as a material consideration for use in the determination of planning applications (and other related applications)

 

(vi)        That the Head of Development be authorised to request the Suffolk Coast and Heaths AONB Joint Advisory Committee to seek an amendment to the AONB boundary to follow the line of the A14 around south-eat Ipswich, and to not object in principle to economic development on site allocation IP152, subject to environmental safeguards as detailed in paragraph 4.6 of the report.


20/10/2015 - OD/15/30 Widgeon Close Award of Architect Tender ref: 177    Recommendations Approved

Executive have agreed a housing development on a garage site at Widgeon Close Ipswich (Executive Report E/15/04). In order to progress the development a tender process has been undertaken to appoint architects to design the site. The tender process was carried out through the Suffolk e-sourcing system. Six tenders were received and evaluated by the project group. Two were excluded as non-compliant and four were fully evaluated.

 

Having completed the evaluation an order was placed to accept the most economically advantageous tender in the sum of £25,542 with Rees Pryer

 

Alternative options considered and why rejected

The successful supplier provided the most advantageous tender and was able to demonstrate they could supply a range of options within the timescales required.

 

List any background documents

E/15/04

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

None

Decision Maker: Officer Decision

Decision published: 23/10/2015

Effective from: 20/10/2015

Decision:

Executive have agreed a housing development on a garage site at Widgeon Close Ipswich (Executive Report E/15/04). In order to progress the development a tender process has been undertaken to appoint architects to design the site. The tender process was carried out through the Suffolk e-sourcing system. Six tenders were received and evaluated by the project group. Two were excluded as non-compliant and four were fully evaluated.

 

Having completed the evaluation an order was placed to accept the most economically advantageous tender in the sum of £25,542 with Rees Pryer

Wards affected: Sprites;


11/10/2015 - OD/15/29 Regent Paging and Voice Alarm System Contract Award (MDH019) ref: 176    Recommendations Approved

A new PA system has been procured for the Regent theatre via the tender process on Suffolk E Sourcing. On assessment of the returned tenders Marks Tey Radio were the most competitive.

 

Given the above and in consultation with procurement the decision has been made to award the contract to Marks Tey Radio to the value of £38,125.

Decision Maker: Officer Decision

Decision published: 23/10/2015

Effective from: 11/10/2015

Decision:

A new PA system has been procured for the Regent theatre via the tender process on Suffolk E Sourcing. On assessment of the returned tenders Marks Tey Radio were the most competitive.

 

Given the above and in consultation with procurement the decision has been made to award the contract to Marks Tey Radio to the value of £38,125.

Wards affected: St Margaret's;


07/10/2015 - OD/15/28 Decision not to list The Dales Public House as an Asset of Community Value ref: 175    Recommendations Approved

On 12 August 2015, the Ipswich and East Suffolk Branch of the Campaign for Real Ale (CAMRA) made a community nomination for the The Dales Public House, 216 Dales Road, Ipswich, IP1 4JY to be listed as an Asset of Community Value under the Localism Act 2011.

 

On 22 September 2015, a report (ref. NWAC/15/31) on the nomination was taken to Ipswich Borough Council’s North West Area Committee. The report can be accessed here.

 

In determining the nomination, the options open to the Head of Resource Management were:

·         include the nominated land on the Council’s list of Assets of Community Value; or

·         include the nominated land on the Council’s list of unsuccessful Assets of Community Value nominations

 

On 7 October 2015, the Head of Resource Management determined to include the nominated land on the Council’s list of unsuccessful Assets of Community Value nominations.

Decision Maker: Officer Decision

Decision published: 23/10/2015

Effective from: 07/10/2015

Decision:

On 7 October 2015, the Head of Resource Management determined to include the nominated land on the Council’s list of unsuccessful Assets of Community Value nominations.

 

The reasons for this decision were:

·         the requirements of Section 88(2)(a) of the Localism Act 2011 are not satisfied.

·         In the recent past, there has not been significant usage of the building in the interests of the wider local community.

Wards affected: Castle Hill;


04/09/2015 - OD/15/27 Decision to Purchase Former Zest / Malthouse Nightclub, Princes Street, Ipswich ref: 174    Recommendations Approved

Decision made to purchase Former Zest / Malthouse Nightclub, Princes Street

 

·         Opportunity for strategic purchase. The Council owns adjacent land.

·         Support the regeneration of Princes Street.

 

Background documents relevant to this are as follows;

Executive Committee Report “Establishment of the Property Acquisition Fund and Associated Procedures for its Use” (Ref No: E/12/11) approved by the Executive Committee 3rd July 2012 and extended by Executive Committee in September 2013 , and, Property Acquisition Fund Report and Justification Certificate 3 March 2015.

 

There were no alternative sites to consider.

 

There are no Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, or ICT implications.

 

The Head of Finance has been consulted and funds for the purchase were available in the Property Acquisition Fund.

 

The site is located in Gipping ward.

Decision Maker: Officer Decision

Decision published: 28/09/2015

Effective from: 04/09/2015

Decision:

Decision made to purchase Former Zest / Malthouse Nightclub, Princes Street

 

·         Opportunity for strategic purchase. The Council owns adjacent land.

·         Support the regeneration of Princes Street.

Wards affected: Gipping;


20/04/2015 - OD/15/26 Contract for High Level Gutter Cleaning ref: 172    Recommendations Approved

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing for the cleaning of high level gutters (those over three storeys) to the Council’s housing stock was carried out. This contract involves using a wet vacuum system to clean detritus from rainwater gutters on blocks of flats in the town from ground level, thus avoiding the need to work at height.

 

This activity is carried out once annually in the autumn following leaf fall. The previous contract for this service expired on 20th April 2015.

 

An order was placed to accept the most economically advantageous tender in the sum of £26,790.00 per annum covering the contract period, which runs from 21st April 2015 to 31st March 2018. This amount is within the existing budget.

Decision Maker: Officer Decision

Decision published: 22/09/2015

Effective from: 20/04/2015

Decision:

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing for the cleaning of high level gutters (those over three storeys) to the Council’s housing stock was carried out. This contract involves using a wet vacuum system to clean detritus from rainwater gutters on blocks of flats in the town from ground level, thus avoiding the need to work at height.

 

This activity is carried out once annually in the autumn following leaf fall. The previous contract for this service expired on 20th April 2015.

 

An order was placed to accept the most economically advantageous tender in the sum of £26,790.00 per annum covering the contract period, which runs from 21st April 2015 to 31st March 2018. This amount is within the existing budget.

 

Alternative options considered and why rejected

The possibility of using a range of suppliers was considered as part of an open tender process. The successful supplier provided the most advantageous tender and was able to demonstrate they could supply a service to the desired quality within the timescales required.

 

List any background documents

Ipswich Borough Council’s Housing Asset Management Strategy

Wards affected: (All Wards);


10/08/2015 - OD/15/25 Architectural Services - Cumberland Towers ref: 171    Recommendations Approved

Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was completed for the architectural services relating to proving a range of design options for the planned maintenance needed at the Cumberland Towers sheltered scheme.

 

An order was placed to accept the most economically advantageous tender in the sum of £30,475 with Michael Dyson Associates.

 

Decision Maker: Officer Decision

Decision published: 22/09/2015

Effective from: 10/08/2015

Decision:

 

 Why it is being made listing reasons for the decision

An open procurement process using Suffolk e-sourcing was completed for the architectural services relating to proving a range of design options for the planned maintenance needed at the Cumberland Towers sheltered scheme.

 

An order was placed to accept the most economically advantageous tender in the sum of £30,475 with Michael Dyson Associates.

 

Alternative options considered and why rejected

The successful supplier provided the most advantageous tender and was able to demonstrate they could supply a range of options within the timescales required.

 

Wards affected: Alexandra;


06/08/2015 - OD/15/24 Street Naming ref: 169    Recommendations Approved

Work commenced on a new development at the rear of 29 to 37 Spring Road in April 2015. The development is for six dwellings accessed by a road off Spring Road.

 

Therefore it is necessary to name this road under Operations Manager for Legal Services delegation.

 

The name proposed by the developer for the road was ‘Spring Gardens’

 

All replies from consultees were received by July 20th 2015. Objections to the name were noted from Ward Councillors and the Royal Mail due to the use of the prefix ‘Spring’ already being in use in surrounding roads and buildings in the area.

 

The objections were considered appropriate for the initially proposed name to be rejected.

 

An alternative name ‘Nursery Gardens’ was proposed and subsequently agreed by the developer to be put forward for a further consultation.

 

All replies from consultees were received by August 6th 2015 with no objections being raised.

 

The official street naming and numbering notice was issued August 10th 2015.

Decision Maker: Officer Decision

Decision published: 18/08/2015

Effective from: 06/08/2015

Decision:

The name proposed by the developer for the road was ‘Spring Gardens’. An alternative name ‘Nursery Gardens’ was proposed and subsequently agreed by the developer to be put forward for a further consultation.

 

All replies from consultees were received by August 6th 2015 with no objections being raised.

 

The official street naming and numbering notice was issued August 10th 2015.

Wards affected: Alexandra;


04/08/2015 - OD/15/23 Clearing gutters & downpipes to Corporate buildings (MDH018) ref: 168    Recommendations Approved

The work has previously been identified and incorporated in Repair & Maintenance Programme for Corporate buildings and budgeted for in 2015/16. Tenders were invited via Suffolk E Sourcing and the best offer for both price and quality was obtained from Simpsons (Drain Doctor) for the sum of £17,250.

Decision Maker: Officer Decision

Decision published: 12/08/2015

Effective from: 04/08/2015

Decision:

The work has previously been identified and incorporated in Repair & Maintenance Programme for Corporate buildings and budgeted for in 2015/16. Tenders were invited via Suffolk E Sourcing and the best offer for both price and quality was obtained from Simpsons (Drain Doctor) for the sum of £17,250.

Wards affected: Alexandra; Gainsborough; Whitton;


30/07/2015 - OD/15/22 Temporary Closure of Wolsey Art Gallery to permit installation of loaned works ref: 167    Recommendations Approved

In preparation for the upcoming exhibition, “Constable & Freud: Legacy & the East Anglian School of Painting and Drawing”, the Wolsey Art Gallery will need to be temporarily closed between Tuesday 8 and Friday 11 September 2015.

 

It will reopen to visitors on Saturday 12 September 2015 at 10am.  This exhibition forms the third part of the display for the 2015 Year of Constable and forms part of the national Aspire project.

 

This exhibition will run from 12 September 2015 to 31 January 2016, and is free to the public.  Open hours will be 10.00 – 16.00, Tuesday to Sunday.

 

Further details of the closure are included on the attached Officer Decision form below.

Decision Maker: Officer Decision

Decision published: 31/07/2015

Effective from: 30/07/2015

Decision:

That the Wolsey Art Gallery be closed from Tuesday 8 September 2015 to Friday 11 September 2015 to permit the installation of loaned works.

 

The Gallery will reopen on Saturday 12 September 2015 at 10am.

Wards affected: St Margaret's;


21/07/2015 - OD/15/21 Appointment of Lead Consultant for the South Street Car Park Extension Works ref: 166    Recommendations Approved

The existing South Street car park is an open site located off South Street in the west of Ipswich. Recently Ipswich Borough Council completed 2 purchases of additional land adjacent to the existing car park area.  The additional land opens onto Norwich Road between some shop premises where a shop had previously been demolished.  The additional land is to be developed into further car parking with a tarmacadam finish.

In July 2015, quotations were sought for the lead consultant for the South Street Car Park extensions works (for details, please see the attached Officer Decision Notice). Following a competitive procurement process, the winning supplier’s bid amounted to £11,862.50 plus VAT.

Decision Maker: Officer Decision

Decision published: 23/07/2015

Effective from: 21/07/2015

Decision:

To approve the appointment of the winning lead supplier (subject to appropriate/standard terms and conditions).

 

Reason: The lead supplier submitting the lowest compliant bid, able to develop the car park design and administer on all project-related works.  This work will be subject to the scheme being awarded planning permission.
Note: The basic premise (i.e. to extend the car park) has already been discussed and agreed in principle by the Executive.

Wards affected: Westgate;


06/07/2015 - OD/15/20 Purchase of replacement Refuse Collection Vehicle ref: 165    Recommendations Approved

As part of its fleet management, the Council needs to replace a Refuse Collection Vehicle (RCV).  The total cost of the new vehicle is £170,100, a price that was determined through a full EU compliant tender exercise reported to Executive in January 2013 (E/12/69). As such, there is no requirement for a new procurement exercise.

 

The Council’s Section 151 Officer has confirmed that the funds for this purchase are within the budget. It is anticipated that the new vehicle will be in operation in the Autumn.

Decision Maker: Officer Decision

Decision published: 22/07/2015

Effective from: 06/07/2015

Decision:

The Council has purchased a replacement Refuse Collection Vehicle at a cost of £170,100 in line with the previous procurement tender exercise in January 2013.

Wards affected: (All Wards);


09/07/2015 - OD/15/19 - Car park consultancy appointment (MH17) ref: 164    Recommendations Approved

Why it is being made listing reasons for the decision

Following competitive quotations being received, Pyle Car Parking Consultants are the most economically advantageous consultant to provide feasibility study services at Crown Car Park.

 

Value of works is £39,925 and will be met from existing budgets.

 

Alternative options considered and why rejected

In house specialist resource not available.

Decision Maker: Officer Decision

Decision published: 20/07/2015

Effective from: 09/07/2015

Decision:

Why it is being made listing reasons for the decision

Following competitive quotations being received, Pyle Car Parking Consultants are the most economically advantageous consultant to provide feasibility study services at Crown Car Park.

 

Value of works is £39,925 and will be met from existing budgets.

 

Alternative options considered and why rejected

In house specialist resource not available.

Wards affected: Alexandra; St John's; St Margaret's;


23/06/2015 - OD/15/18 Council house refurbishment ref: 163    Recommendations Approved

Why it is being made listing reasons for the decision

The Maintenance and Contracts service area sought tenders from three approved contractors for external works within the curtilage of Council Homes.

 

An order was placed to accept the most economically advantageous tender of £13,525.00 for the completion of the project commencing July 2015.

Decision Maker: Officer Decision

Decision published: 09/07/2015

Effective from: 23/06/2015

Decision:

Why it is being made listing reasons for the decision

The Maintenance and Contracts service area sought tenders from three approved contractors for external works within the curtilage of Council Homes.

 

An order was placed to accept the most economically advantageous tender of £13,525.00 for the completion of the project commencing July 2015.

 

Alternative options considered and why rejected

Consideration was given to use the in-house trade workforce but this was rejected due to capacity reasons following on-going high demand for this service.

 

List any background documents

Ipswich Borough Council’s Housing Asset Management Strategy.

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

None.

Wards affected: Stoke Park;


22/04/2015 - OD/15/17 Council home refurbishment ref: 162    Recommendations Approved

Why it is being made listing reasons for the decision

The Maintenance and Contracts service area carried out an open procurement process using Suffolk e-sourcing for the refurbishment and adaptation of a Council property. The work is to allow Council tenants to remain in their home.

 

An order was placed to accept the most economically advantageous tender of £29,843 for the completion of the project commencing May 2015.

Decision Maker: Officer Decision

Decision published: 09/07/2015

Effective from: 22/04/2015

Decision:

Why it is being made listing reasons for the decision

The Maintenance and Contracts service area carried out an open procurement process using Suffolk e-sourcing for the refurbishment and adaptation of a Council property. The work is to allow Council tenants to remain in their home.

 

An order was placed to accept the most economically advantageous tender of £29,843 for the completion of the project commencing May 2015.

 

Alternative options considered and why rejected

Consideration was given to use the in-house trade workforce but this was rejected due to capacity reasons following on-going high demand for this service.

 

List any background documents

Ipswich Borough Council’s Housing Asset Management Strategy.

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

None.

Wards affected: Castle Hill; Whitehouse; Whitton;


22/04/2015 - OD/15/16 Council house refurbishment ref: 161    Recommendations Approved

Why it is being made listing reasons for the decision

The Maintenance and Contracts service area carried out an open procurement process using Suffolk e-sourcing for the refurbishment and adaptation of a Council property. The work allows existing Council tenants to remain in their home.

 

An order was placed to accept the most economically advantageous tender of £45,949.00; for the completion of the project by June 2015.

Decision Maker: Officer Decision

Decision published: 09/07/2015

Effective from: 22/04/2015

Decision:

Why it is being made listing reasons for the decision

The Maintenance and Contracts service area carried out an open procurement process using Suffolk e-sourcing for the refurbishment and adaptation of a Council property. The work allows existing Council tenants to remain in their home.

 

An order was placed to accept the most economically advantageous tender of £45,949.00; for the completion of the project by June 2015.

 

Alternative options considered and why rejected

Consideration was given to use the in-house trade workforce but this was rejected due to capacity reasons following on-going high demand for this service.

 

List any background documents

Ipswich Borough Council’s Housing Asset Management Strategy.

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

None.

Wards affected: Gainsborough; Holywells; Priory Heath;


18/06/2015 - OD/15/15 Appointment of Main Contractor for the design and build of the North West Ipswich skate park at Whitehouse Park ref: 160    Recommendations Approved

In January 2015, Ipswich Borough Council’s Executive approved the siting of a new skate park facility in Whitehouse Park, and authorised the Head of Service to enter into a contract for the design and build of the skate park following the completion of the procurement process in accordance with contract standing orders. (E/14/72, 13th January 2015).

 

Following a competitive procurement process, three tenders were evaluated on the basis of cost (40%) and quality (60%).

 

Clarifications were sought from each supplier to ensure that the content of the proposed designs were the same for evaluation purposes.

 

The winning supplier scored 84% under a competitive evaluation model. The joint second-placed suppliers scored 69% respectively. The contract value is £166,000 plus VAT.

 

Decision: To approve the appointment of a main contractor for design and build works.

 

Reason: To undertake the design and build of a new skate park facility for North West Ipswich. This work will be subject to the scheme being awarded planning permission.

Decision Maker: Officer Decision

Decision published: 19/06/2015

Effective from: 18/06/2015

Decision:

In January 2015, Ipswich Borough Council’s Executive approved the siting of a new skate park facility in Whitehouse Park, and authorised the Head of Service to enter into a contract for the design and build of the skate park following the completion of the procurement process in accordance with contract standing orders. (E/14/72, 13th January 2015).

 

Following a competitive procurement process, three tenders were evaluated on the basis of cost (40%) and quality (60%).

 

Clarifications were sought from each supplier to ensure that the content of the proposed designs were the same for evaluation purposes.

 

The winning supplier scored 84% under a competitive evaluation model. The joint second-placed suppliers scored 69% respectively. The contract value is £166,000 plus VAT.

 

Decision: To approve the appointment of a main contractor for design and build works.

 

Reason: To undertake the design and build of a new skate park facility for North West Ipswich. This work will be subject to the scheme being awarded planning permission.

Wards affected: Castle Hill; Whitehouse; Whitton;


12/05/2015 - OD/15/14 Income Generation Consultancy ref: 159    Recommendations Approved

Following difficulty in achieving income targets during 2014/15 the Council sought proposals from suitably qualified consultants to review its income generating activities in 7 areas. In line with contract standing orders the proposals were assessed and the following contracts awarded:

·         Lot 1 – Car Parking – Awarded to Alpha Parking Ltd with a value of £4890 + VAT

·         Lot 2 – Arts and Entertainments – not awarded

·         Lot 3 – Sport & Leisure – Awarded to V4 Services Ltd with a value of £9710 + VAT

·         Lot 4 – Commercial waste - Awarded to V4 Services Ltd with a value of £17,600 + VAT

·         Lot 5 – Cemetery and Crematorium – Awarded to East of England Local Government Association with a value of £6750 + VAT

·         Lot 6 – Retail & Catering - Awarded to V4 Services Ltd with a value of £7910 + VAT

·         Lot 7 Conference and room hire - Awarded to V4 Services Ltd with a value of £8160 + VAT

 

The work is funded on an invest to save basis.

Decision Maker: Officer Decision

Decision published: 19/06/2015

Effective from: 12/05/2015

Decision:

Following difficulty in achieving income targets during 2014/15 the Council sought proposals from suitably qualified consultants to review its income generating activities in 7 areas. In line with contract standing orders the proposals were assessed and the following contracts awarded:

·         Lot 1 – Car Parking – Awarded to Alpha Parking Ltd with a value of £4890 + VAT

·         Lot 2 – Arts and Entertainments – not awarded

·         Lot 3 – Sport & Leisure – Awarded to V4 Services Ltd with a value of £9710 + VAT

·         Lot 4 – Commercial waste - Awarded to V4 Services Ltd with a value of £17,600 + VAT

·         Lot 5 – Cemetery and Crematorium – Awarded to East of England Local Government Association with a value of £6750 + VAT

·         Lot 6 – Retail & Catering - Awarded to V4 Services Ltd with a value of £7910 + VAT

·         Lot 7 Conference and room hire - Awarded to V4 Services Ltd with a value of £8160 + VAT

 

The work is funded on an invest to save basis.

Wards affected: (All Wards);


12/06/2015 - OD/15/13 Civil Engineering appointment (MH016) ref: 158    Recommendations Approved

Why it is being made listing reasons for the decision:

IBC has a requirement to appoint a civil engineer to carry out car park inspections, design works and manage contractors.

 

Alternative options considered and why rejected:

Mott MacDonald quoted the cheapest price at £43.00p.h. so other companies were discounted.

Decision Maker: Officer Decision

Decision published: 15/06/2015

Effective from: 12/06/2015

Decision:

Why it is being made listing reasons for the decision:

IBC has a requirement to appoint a civil engineer to carry out car park inspections, design works and manage contractors.

 

Alternative options considered and why rejected:

Mott MacDonald quoted the cheapest price at £43.00p.h. so other companies were discounted.

Wards affected: (All Wards);


27/05/2015 - OD/15/12 Decision to Purchase the site of 37 South Street, Ipswich ref: 157    Recommendations Approved

Decision made to purchase the site of 37 South Street for following reasons:

·         Opportunity for strategic purchase. The Council owns land either side.

·         This site will connect the site recently purchased (Chane site) to the existing IBC South Street car park giving South Street car park main road frontage. This will allow for a better scheme overall with both sites.

·         Site can be developed for car parking use in the short to medium term with residential use in the longer term.

·         The site has been vacant/untidy for a number of years and the Council could bring it back into beneficial use as a car park, to provide an additional income to the Council and improve the appearance of the area.

·         In the future the subject site could be redeveloped for housing purposes.

 

Background documents relevant to this are as follows;

Executive Committee Report “Establishment of the Property Acquisition Fund and Associated Procedures for its Use” (Ref No: E/12/11) approved by the Executive Committee 3rd July 2012 and extended by Executive Committee in September 2013 Property Acquisition Fund Report and Justification Certificate 3 March 2015.

 

There were no alternative sites to consider.

 

There are no Crime & Disorder, Equality, Social Value in Contracts, HR, or ICT or implications.

 

The Head of Finance has been consulted and funds for the purchase were available in the Property Acquisition Fund.

 

The site is located in Westgate ward. The purchase will be reported at Executive.

Decision Maker: Officer Decision

Decision published: 15/06/2015

Effective from: 27/05/2015

Decision:

Decision made to purchase the site of 37 South Street for following reasons:

·         Opportunity for strategic purchase. The Council owns land either side.

·         This site will connect the site recently purchased (Chane site) to the existing IBC South Street car park giving South Street car park main road frontage. This will allow for a better scheme overall with both sites.

·         Site can be developed for car parking use in the short to medium term with residential use in the longer term.

·         The site has been vacant/untidy for a number of years and the Council could bring it back into beneficial use as a car park, to provide an additional income to the Council and improve the appearance of the area.

·         In the future the subject site could be redeveloped for housing purposes.

Wards affected: Westgate;


15/05/2015 - OD/15/11 Decision to Purchase Former Burtons Warehouse and Roller Dock Mill, St Peters Dock ref: 156    Recommendations Approved

Decision made to purchase the Former burtons Warehouse and Roller Dock Mill for following reasons:

·         Opportunity for strategic purchase of site at the entrance to The Waterfront.

·         Opportunity to facilitate redevelopment of this site and the neighbouring sites.

·         Held by Crown Estate under escheat with two significant charges against the buildings.it was likely to decline further and continue to blight the development of adjoining sites if it remained with the Crown under escheat rules.

·         The site has been vacant/untidy for a number of years and the Council could bring it back into beneficial use and improve the appearance of the area.

·         Limited timescale to complete sale imposed by the first charge holders.

·         The Council was already bearing the costs of securing the building as the Crown has no responsibility for buildings held under escheat.

 

 

Background documents relevant to this are as follows;

Executive Committee Report “Establishment of the Property Acquisition Fund and Associated Procedures for its Use” (Ref No: E/12/11) approved by the Executive Committee 3rd July 2012 and extended by Executive Committee in September 2013 Property Acquisition Fund Report and Justification Certificate 3 March 2015.

 

There are no Crime & Disorder, Equality, Social Value in Contracts, HR, or ICT implications.

 

The Head of Finance has been consulted and funds for the purchase were available in the Property Acquisition Fund.

 

The site is located in Bridge ward. The purchase will be reported at Executive.

Decision Maker: Officer Decision

Decision published: 15/06/2015

Effective from: 15/05/2015

Decision:

Decision made to purchase the Former burtons Warehouse and Roller Dock Mill for following reasons:

·         Opportunity for strategic purchase of site at the entrance to The Waterfront.

·         Opportunity to facilitate redevelopment of this site and the neighbouring sites.

·         Held by Crown Estate under escheat with two significant charges against the buildings.it was likely to decline further and continue to blight the development of adjoining sites if it remained with the Crown under escheat rules.

·         The site has been vacant/untidy for a number of years and the Council could bring it back into beneficial use and improve the appearance of the area.

·         Limited timescale to complete sale imposed by the first charge holders.

·         The Council was already bearing the costs of securing the building as the Crown has no responsibility for buildings held under escheat.

 

 

 

Wards affected: Bridge;


08/12/2014 - OD/15/10 Decision to Purchase the site 74-78 Norwich Rd, Ipswich ref: 155    Recommendations Approved

Decision made to purchase the site of 74-78 Norwich Road under auction conditions for following reasons:

 

·         Opportunity for strategic purchase. The Council owns land in the vicinity.

 

·         Opportunity to improve prominence of existing IBC South Street car park giving main road frontage on Norwich Rd.

 

·         Site can be developed for car parking use in the short to medium term with residential use in the longer term.

 

·         The site has been vacant/untidy for a number of years and the Council could bring it back into beneficial use as a car park, to provide an additional income to the Council and improve the appearance of the area.

 

·         Vendor placed the site for sale by auction.

 

Background documents relevant to this are as follows;

Executive Committee Report “Establishment of the Property Acquisition Fund and Associated Procedures for its Use” (Ref No: E/12/11) approved by the Executive Committee 3rd July 2012 and extended by Executive Committee in September 2013 Property Acquisition Fund Report and Justification Certificate 3 March 2015.

 

There are no Crime & Disorder, Equality, Social Value in Contracts, HR, or ICT implications.

 

The Head of Finance has been consulted and funds for the purchase were available in the Property Acquisition Fund.

 

The site is located in Westgate ward. The purchase will be reported at Executive.

Decision Maker: Officer Decision

Decision published: 15/06/2015

Effective from: 08/12/2014

Decision:

Decision made to purchase the site of 74-78 Norwich Road under auction conditions for following reasons:

 

·         Opportunity for strategic purchase. The Council owns land in the vicinity.

 

·         Opportunity to improve prominence of existing IBC South Street car park giving main road frontage on Norwich Rd.

 

·         Site can be developed for car parking use in the short to medium term with residential use in the longer term.

 

·         The site has been vacant/untidy for a number of years and the Council could bring it back into beneficial use as a car park, to provide an additional income to the Council and improve the appearance of the area.

 

·         Vendor placed the site for sale by auction.

 

Background documents relevant to this are as follows;

Executive Committee Report “Establishment of the Property Acquisition Fund and Associated Procedures for its Use” (Ref No: E/12/11) approved by the Executive Committee 3rd July 2012 and extended by Executive Committee in September 2013 Property Acquisition Fund Report and Justification Certificate 3 March 2015.

 

There are no Crime & Disorder, Equality, Social Value in Contracts, HR, or ICT implications.

 

The Head of Finance has been consulted and funds for the purchase were available in the Property Acquisition Fund.

 

The site is located in Westgate ward. The purchase will be reported at Executive.

Wards affected: Westgate;


08/06/2015 - OD/15/09 Temporary Closure of Health Suite, Crown Pools, for essential drainage works ref: 154    Recommendations Approved

The Health Suite at Crown Pools incorporates a sauna, steam room and lounger area towards the rear of the facility.

 

On-going issues with drainage have meant that the drains need digging out to fully clean the system. Some complaints have been received from customers about the smells emanating from the drains so a quick resolution to the problem is required.

 

The service, and Building and Design Service, have investigated the option of works being carried out outside operational hours, but the costs of this would be prohibitive and due to the in depth work required would mean the suite is out of order for longer.

 

The works will be managed by Building and Design Services.

 

The Health Suite will be closed on Thursday 11th and Friday 12th June, and will reopen to customers as soon as work is completed. Changes to the service will be advertised at Reception, and via social media and the website.

Decision Maker: Officer Decision

Decision published: 10/06/2015

Effective from: 08/06/2015

Decision:

The Health Suite at Crown Pools incorporates a sauna, steam room and lounger area towards the rear of the facility.

 

On-going issues with drainage have meant that the drains need digging out to fully clean the system. Some complaints have been received from customers about the smells emanating from the drains so a quick resolution to the problem is required.

 

The service, and Building and Design Service, have investigated the option of works being carried out outside operational hours, but the costs of this would be prohibitive and due to the in depth work required would mean the suite is out of order for longer.

 

The works will be managed by Building and Design Services.

 

The Health Suite will be closed on Thursday 11th and Friday 12th June, and will reopen to customers as soon as work is completed. Changes to the service will be advertised at Reception, and via social media and the website.

Wards affected: (All Wards);


04/06/2015 - OD/15/08 Temporary closure of the Regent Theatre Box Office for essential maintenance with services relocated to the Tourist Information Centre (June 18th and 19th 2015) ref: 153    Recommendations Approved

There is a requirement to temporarily close the Regent Theatre Box Office for walk up sales on Thursday 18th and Friday 19th June due to essential maintenance to the IT network. During this period all sales will be taken from the Tourist Information centre (TIC) with clear communications provided to customers in advance via the website, social media and posters outside the theatre.

 

Decision: To approve the decision to close the Regent Box Office for essential IT repairs and redirect walk-up sales to the TIC.

 

Reason: To undertake necessary improvements to the IT network provision for the Regent Theatre

 

 

Decision Maker: Officer Decision

Decision published: 10/06/2015

Effective from: 04/06/2015

Decision:

There is a requirement to temporarily close the Regent Theatre Box Office for walk up sales on Thursday 18th and Friday 19th June due to essential maintenance to the IT network. During this period all sales will be taken from the Tourist Information centre (TIC) with clear communications provided to customers in advance via the website, social media and posters outside the theatre.

 

Decision: To approve the decision to close the Regent Box Office for essential IT repairs and redirect walk-up sales to the TIC.

 

Reason: To undertake necessary improvements to the IT network provision for the Regent Theatre

Wards affected: (All Wards);


27/05/2015 - OD/15/07 Temporary Closure of Reg Driver Visitor Centre for Redecoration Works ref: 152    Recommendations Approved

It is necessary to temporarily close the Reg Driver Visitor Centre from Friday 29th May to Monday 1st June 2015 to allow programmed interior repair and redecoration work to be carried out as quickly, safely and economically as possible.

 

It will also be necessary to close the Education Room on Wednesday 17, 18 and 19 June.

The Education Room is being decorated (with the exception of the insides of the cupboards).

RDVC Reception & Toilets will remain Open.

 

The centre has not been decorated since it opened in 2008.

 

Alternative visitor facilities will be available at Christchurch Mansion (10am-5pm), Westerfield Road Toilets, and at the Lower and Upper Arboretum toilets (all during park hours).

 

Park Patrol staff will be present outside the Centre to advise visitors and will be able to provide maps and directions.

Decision Maker: Officer Decision

Decision published: 29/05/2015

Effective from: 27/05/2015

Decision:

It is necessary to temporarily close the Reg Driver Visitor Centre from Friday 29th May to Monday 1st June 2015 to allow programmed interior repair and redecoration work to be carried out as quickly, safely and economically as possible.

 

It will also be necessary to close the Education Room on Wednesday 17, 18 and 19 June.

The Education Room is being decorated (with the exception of the insides of the cupboards).

RDVC Reception & Toilets will remain Open.

 

The centre has not been decorated since it opened in 2008.

 

Alternative visitor facilities will be available at Christchurch Mansion (10am-5pm), Westerfield Road Toilets, and at the Lower and Upper Arboretum toilets (all during park hours).

 

Park Patrol staff will be present outside the Centre to advise visitors and will be able to provide maps and directions.

Wards affected: St Margaret's; Westgate;


13/04/2015 - OD/15/06 Bus Stop Queue Barrier - Landseer Road ref: 151    Recommendations Approved

1.1  The Council has recently been contacted by the residents of 273 Landseer Road regarding continual damage to the front wall of their property by passengers waiting for buses at the adjacent bus stop. They have requested that the Council install a hoop barrier in front of part of their wall so that queueing passengers will lean against this rather than their wall. It is hoped that this will prevent further damage to the wall.

 

1.2  Whilst there is no obligation for the Council to act in this regard, the provision of a suitable hoop barrier could be carried out for a relatively small cost (approximately £275) which can be met from operational budgets and as such it is recommended that this is what is done.

 

1.3  The Council’s powers to act in this regard are under S115B of the Highways Act 1980 (provision of services or amenities by councils). This is qualified by S115G and S115H. S115G requires a notice to be published at the bus stop and sent to the owner and occupier of any affected premises and then provide a minimum 28 day period for any representations which must then be considered. S115H requires the Council to obtain the consent of the Highway Authority (SCC). SCC have given an informal indication that they would be prepared to grant consent to the proposed bus stop hoop barrier.

 

1.4  The use of these specific powers is an Executive function and as such the purpose of this report is to utilise these powers in order to publish a notice and then make a decision as to whether to proceed with the installation of a hoop barrier at the bus stop in this location or not.

 

1.5  DECISION: That the Head of Development & Public Protection be authorised to take all necessary steps to exercise the Council’s powers under S115B, S115G and S115H of the Highways Act 1980 in respect of the proposal outlined in this report and, following the statutory consultation period and subject to obtaining the consent of the Highway Authority, to consider any representations and decide whether to proceed with the said proposal or not.

 

 

Decision Maker: Officer Decision

Decision published: 26/05/2015

Effective from: 13/04/2015

Decision:

That the Head of Development & Public Protection be authorised to take all necessary steps to exercise the Council’s powers under S115B, S115G and S115H of the Highways Act 1980 in respect of the proposal outlined in this report and, following the statutory consultation period and subject to obtaining the consent of the Highway Authority, to consider any representations and decide whether to proceed with the said proposal or not.

Wards affected: Gainsborough;


15/05/2015 - OD/15/05 Nacton Road & Ransomes Way Traffic Management - Funding of Proposals ref: 150    Recommendations Approved

The Council currently holds £313,356 provided under Section 106 of the Town and Country Planning Act 1990 from a development on Ransomes Europark on Augusta Close to be used on highway improvements to serve the relevant part of the Europark. The Council also holds £162,544 agreed internally as part of the Ravenswood development for improvements to the roundabout adjacent to the Thrasher PH and a further £47,293 from the same development for general off-site highway improvements.

 

It is proposed that IBC provide a sum of £475,000 from the funds towards the cost of these highway improvements and allow SCC to determine the best design for implementation taking into account all of the matters raised. This will help to reduce traffic congestion on this key local corridor to the benefit of all members of the public that use it as well as to local businesses and users of the A14.

Decision Maker: Officer Decision

Decision published: 22/05/2015

Effective from: 15/05/2015

Decision:

That a total of £475,000 be transferred to Suffolk County Council to fund the highway improvements referred to in this report, funded as follows:

 

a)    the balance of the Ravenswood funding for the Thrasher Public House roundabout (£162,544)

b)    the balance of the Ravenswood funding for off-site highway works (£47,293) and

c)    a sum of £265,163 from the Augusta Close S106 funds.

Wards affected: Priory Heath;


07/05/2015 - OD/15/04 Ipswich Garden Suburb - Infrastructure Delivery Plan commission ref: 149    Recommendations Approved

The commission is considered necessary to resolve the infrastructure delivery issues which are impacting on the progress of the Ipswich Garden Suburb proposals. Funding for this contract has been secured DCLG’s Large Sites Infrastructure Programmes Capacity Fund and developer contributions.

 

Following a procurement process which complied with the Council’s standing orders and involved officers from planning, procurement and consultation with developers, Mott MacDonald have been awarded a contract to deliver the work with a value of £74.5k.

Decision Maker: Officer Decision

Decision published: 22/05/2015

Effective from: 07/05/2015

Decision:

The commission is considered necessary to resolve the infrastructure delivery issues which are impacting on the progress of the Ipswich Garden Suburb proposals. Funding for this contract has been secured DCLG’s Large Sites Infrastructure Programmes Capacity Fund and developer contributions.

 

Following a procurement process which complied with the Council’s standing orders and involved officers from planning, procurement and consultation with developers, Mott MacDonald have been awarded a contract to deliver the work with a value of £74.5k.

Wards affected: Rushmere; St Margaret's; Whitton;


20/05/2015 - OD/15/03 Street Naming ref: 148    Recommendations Approved

Work commenced on Area T, Ravenswood, Nacton Road in early May 2015. The development is for 45 dwellings, nine of which are accessed from a footpath to the west of the site.

 

Therefore it is necessary for Legal Services to exercise its delegated powers to name this path.

 

The name proposed for the path: - ‘Tunstall Walk’.

 

The official street naming and numbering notice was issued May 20th 2015.

Decision Maker: Officer Decision

Decision published: 22/05/2015

Effective from: 20/05/2015

Decision:

Work commenced on Area T, Ravenswood, Nacton Road in early May 2015. The development is for 45 dwellings, nine of which are accessed from a footpath to the west of the site.

 

Therefore it is necessary for Legal Services to exercise its delegated powers to name this path.

 

The name proposed for the path: - ‘Tunstall Walk’.

 

The official street naming and numbering notice was issued May 20th 2015.

Wards affected: Priory Heath;


13/05/2015 - OD/15/02 Immediate Revocation of a Private Hire Vehicle Driver’s Licence ref: 147    Recommendations Approved

Immediate revocation of a Private Hire Vehicles Driver’s Licence as driver no longer meets criteria to hold licences.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 13/05/2015

Effective from: 13/05/2015

Decision:

Immediate revocation of a Private Hire Vehicles Driver’s Licence as driver no longer meets criteria to hold licences.

 

No alternative options were considered.

Wards affected: (All Wards);


06/05/2015 - OD/14/62 Agree loan of an object to Ipswich Maritime Trust ref: 145    Recommendations Approved

That an object from the Ipswich Museums (Mayoral) collection be loaned to Ipswich Maritime Trust for display in their “Window Museum” for a period of seven months.

Decision Maker: Officer Decision

Decision published: 13/05/2015

Effective from: 06/05/2015

Decision:

That an object from the Ipswich Museums (Mayoral) collection be loaned to Ipswich Maritime Trust for display in their “Window Museum” for a period of seven months.

Wards affected: Alexandra;


11/05/2015 - OD/15/01 Immediate suspension of a Hackney Carriage Vehicle Licence ref: 146    Recommendations Approved

Immediate suspension of a Hackney Carriage Vehicle Licence following it’s illegal use.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 13/05/2015

Effective from: 11/05/2015

Decision:

Immediate suspension of a Hackney Carriage Vehicle Licence following it’s illegal use.

 

No alternative options were considered.

Wards affected: (All Wards);


27/04/2015 - OD/14/60 Immediate Revocation of a Private Hire Vehicles Driver's and Hackney Carriage Driver's Licences ref: 143    Recommendations Approved

Immediate revocation of a Private Hire Vehicles Driver’s and Hackney Carriage Driver’s Licences as driver no longer meets criteria to hold licences.

 

No alternative options were considered.

 

Decision Maker: Officer Decision

Decision published: 05/05/2015

Effective from: 27/04/2015

Decision:

Immediate revocation of a Private Hire Vehicles Driver’s and Hackney Carriage Driver’s Licences as driver no longer meets criteria to hold licences.

 

No alternative options were considered.

Wards affected: (All Wards);


27/04/2015 - OD/14/61 Immediate Revocation of a Private Hire Vehicle Driver's Licence ref: 144    Recommendations Approved

Immediate revocation of a Private Hire Vehicles Driver’s Licence as driver no longer meets criteria to hold licences.

 

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 05/05/2015

Effective from: 27/04/2015

Decision:

Immediate revocation of a Private Hire Vehicles Driver’s Licence as driver no longer meets criteria to hold licences.

 

 

No alternative options were considered.

Wards affected: (All Wards);


09/03/2015 - OD/14/58 Showcasing the Local Economy Platform ref: 141    Recommendations Approved

1.    Background

Showcasing the Local Economy to all Young People in Suffolk has been identified as a key strand of Suffolk’s Raising the Bar programme; a joined-up approach to raising attainment and aspiration for all young people in Suffolk. It also forms a key objective of the Suffolk Growth Strategy. It supports the IBC Economic Strategy and its Implementation Plan’s focus on jobs and skills in Ipswich.

 

The showcasing the local economy web platform is being progressed through collaborative partnership District, Borough and County Council. The platform will provide a vehicle for employers to engage directly with young people to increase their knowledge of the local economy and future employment opportunities, promote their sector and offer experiences of work.

 

2.    Decision

IBC will invest £24,000 over 5 years to support the development and maintenance of the Platform. This will be matched by £120,000 from Suffolk County Council and £124,000 from the other district and borough councils.

 

3.    Reasons for recommendation

Feedback received from local employers highlights the need to provide stronger links between businesses, education and young people. A jointly procured local authority platform will ensure that all young people and parents in Suffolk are able to access the same, free information about the local economy, links to local businesses and experience of work inside and outside the Borough. This will help them make better informed decisions about their future, raise aspiration and support economic growth.

 

This proposal was discussed with PH and Leader of the Council who are supportive.

Decision Maker: Officer Decision

Decision published: 07/04/2015

Effective from: 09/03/2015

Decision:

Decision

IBC will invest £24,000 over 5 years to support the development and maintenance of the Platform. This will be matched by £120,000 from Suffolk County Council and £124,000 from the other district and borough councils.

 

Wards affected: (All Wards);


31/03/2015 - OD/14/59 E Learning System - Praxis 42 ref: 142    Recommendations Approved

Why it is being made listing reasons for the decision

Health and Safety E Learning is needed to assist with ensuring IBC employees receive suitable Safety training Praxis 42 was chosen and agreed to be procured by CMT.

 

A three year contract for 20 training packages with unlimited use was procured at a cost of £15,000 + VAT.

 

Alternative options considered and why rejected

Other systems were considered but were found to be a much higher cost.

 

Anyone who has been consulted during the decision making process

IT, HR and CMT.

 

Decision Maker: Officer Decision

Decision published: 07/04/2015

Effective from: 31/03/2015

Decision:

 

A three year contract for 20 training packages with unlimited use was procured at a cost of £15,000 + VAT.

 

Wards affected: (All Wards);


26/03/2015 - OD/14/57 Lone Worker Monitoring System ref: 140    Recommendations Approved

Why is it being made listing reasons for the decision

A new lone worker system is required to help ensure lone worker safety in higher risk areas. Skyguard was chosen and agreed to be procured by CMT.

 

A three year contract for 81 devices was procured. A one off cost of £810 for the devices and then paid annually, totalling £29,160 + VAT.

 

Alternative options consider and why rejected

Skyguard was the preferred device in employee trials and offers more advantages over other providers at lower costs.

No changes – Health & Safety risk to employees carrying out lone working.

 

List any background documents

Lone Worker Monitoring Review 2014

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property implications

The web portal is web based and does not require any additional software and is low bandwidth usage.

 

Anyone who has been consulted during the decision making process

Corporate Health & Safety Manager and CMT.

Decision Maker: Officer Decision

Decision published: 07/04/2015

Effective from: 26/03/2015

Decision:

A three year contract for 81 devices was procured. A one off cost of £810 for the devices and then paid annually, totalling £29,160 + VAT.

 

Wards affected: (All Wards);


05/03/2015 - OD/14/56 Surfacing/Lining Works within the Cemetery ref: 139    Recommendations Approved

Three companies were approached to provide a quotation to carry out resurfacing of roadways within the Old Cemetery, resurface a path in the Lawn cemetery, widen a site compound in the New Cemetery and reline roundels, give way and disabled markings throughout all the Cemeteries.

 

All three companies provided a quotation and it is proposed to award the works to the lowest quotation which was Ian Booth Consultancy and the value of the job is £13,350.

 

The decision to award this work was discussed with the Head of Service and Operations Manager Finance/Procurement.

Decision Maker: Officer Decision

Decision published: 13/03/2015

Effective from: 05/03/2015

Decision:

To award the works to the lowest quotation which was Ian Booth Consultancy and the value of the job is £13,350.

Wards affected: St Margaret's;

Lead officer: Steve Kemp


24/02/2015 - OD/14/55 Emergency Lighting at the Corn Exchange ref: 138    Recommendations Approved

It is intended to place an order with LJH for phase 1 (of a two phase programme) to improve emergency lighting in the Corn Exchange for the sum of £18,072 following a procurement exercise. This will install new emergency lighting to key areas ‘back of house’.

Decision Maker: Officer Decision

Decision published: 13/03/2015

Effective from: 24/02/2015

Decision:

To place an order with LJH for phase 1 (of a two phase programme) to improve emergency lighting in the Corn Exchange for the sum of £18,072 following a procurement exercise.

Wards affected: Alexandra;

Lead officer: Mark Hunter


09/03/2015 - OD/14/54 Appointment of Lead Consultant for new Skate Park in Whitehouse Park ref: 137    Recommendations Approved

Background:

·                    A lead consultant appointment was needed for the new Skate Park project in Whitehouse Park.

·                    The lead consultant role would include the Employers Agent role, Contract Administration, Architectural, M&E and Structural outline design and CDM C services in conjunction with the Skate Park works at Whitehouse Park.

·                    Concertus’s bid was for £12,580.00

·                    Two other bids were received. Both of these bids were less competitive than the bid that was received from Concertus.

·                    Evaluation was based on 100% price (as prescribed in the IBC enquiry document)

Decision Maker: Officer Decision

Decision published: 13/03/2015

Effective from: 09/03/2015

Decision:

Decision:

To appoint Concertus for the Lead Consultant role.

 

Reason: Concertus’s quotation represented the most economically advantageous bid based on 100% price

Wards affected: Whitehouse;

Lead officer: Mark Hunter


02/03/2015 - OD/14/53 Athena Hall Car Park Discounts ref: 136    Recommendations Approved

To temporarily reduce the price of public car parking at Athena Hall car park so that it will be free in March 2015 and 25p per hour in April and May 2015 (the maximum daytime stay of 4 hours remaining) for the purpose of attempting to increase usage of the car park.

 

Consultation carried out with the Leader of the Council and the Portfolio Holder for Environment & Transport, and also UCS. This was considered to offer the best option for attempting to increase the usage of the car park.

Decision Maker: Officer Decision

Decision published: 13/03/2015

Effective from: 02/03/2015

Decision:

To temporarily reduce the price of public car parking at Athena Hall car park so that it will be free in March 2015 and 25p per hour in April and May 2015 (the maximum daytime stay of 4 hours remaining) for the purpose of attempting to increase usage of the car park.

Wards affected: Holywells;

Lead officer: Matthew Ling


07/01/2015 - OD/14/51 Settlement of IBC Lease Liability ref: 134    Recommendations Approved

IBC had outstanding leasehold liabilities.

 

The options were to pay the claim in full, agree a settlement sum, or be sued for damages. The option to take the full sum was rejected as IBC would have paid more than it was obliged to do. The option to take the matter to court was rejected on the basis that costs would be likely to be in excess of a settlement amount. A settlement was accordingly agreed.

 

The background documents were the lease, draft copy new lease, schedule of dilapidations and response to that schedule.

 

The decision was made in consultation with the section 151 Chief Finance Officer.

Decision Maker: Officer Decision

Decision published: 14/01/2015

Effective from: 07/01/2015


28/11/2014 - OD/14/49 Door Entry, Sheltered Alarm and Emergency Lighting System Maintenance Contract Extension ref: 132    Recommendations Approved

Reasons –

At its meeting on 1st November 2010 Executive resolved as follows:

Door Entry, Sheltered Alarm and Emergency Lighting System Maintenance Contract Ref No: EPC/10/05

The Committee considered a report giving details of the tenders received for the Door Entry, Sheltered Alarm and Emergency Lighting System Maintenance Contract.

 

Resolved: That the Executive Procurement Committee authorises the Head of Housing to enter into a contract with English Security Ltd on the basis of their tender for a 4 year term, with an option to extend the term by up to 2 years, at an expected annual cost of £37,093.25 subject to review each subsequent year in line with price indices.

 

Reason: The recommended contractor can meet the Council’s requirements and their tender provides value for money for the Council. The initial 4 year contract is coming to an end on 31st November 2014, so to ensure that the general needs flats and sheltered door entry systems, sheltered alarm and emergency lighting systems continue to be maintained to help protect and secure the properties and our tenants, either a new contract would need to be tendered and let or the contract extension clause used.

 

Alternative Options – Retender the contract

To tender the contract would be costly and time consuming and is very unlikely to bring any savings and if a new contractor were appointed there would be considerable time and cost expended implementing the new contract.

The performance of the existing contractor has proved to be satisfactory over the initial contract period and they are willing to continue the contract under the same terms and conditions.

The decision is therefore to extend the contract for a further two years from 1st December 2014, subject to a satisfactory review after the first year. The performance of the existing contractor has proved to be good over the initial contract period and they are willing to continue the contract under the same terms and conditions and the budget exists.

 

Background documents-

Door Entry, Sheltered Alarm and Emergency Lighting System Maintenance Contract, Ref No: EPC/10/05

 

Implications-

Existing budgets will fund the contract extension.

 

Consultation-

N/A

Decision Maker: Officer Decision

Decision published: 14/01/2015

Effective from: 28/11/2014

Decision:

Resolved: That the Executive Procurement Committee authorises the Head of Housing to enter into a contract with English Security Ltd on the basis of their tender for a 4 year term, with an option to extend the term by up to 2 years, at an expected annual cost of £37,093.25 subject to review each subsequent year in line with price indices.

 

Reason: The recommended contractor can meet the Council’s requirements and their tender provides value for money for the Council. The initial 4 year contract is coming to an end on 31st November 2014, so to ensure that the general needs flats and sheltered door entry systems, sheltered alarm and emergency lighting systems continue to be maintained to help protect and secure the properties and our tenants, either a new contract would need to be tendered and let or the contract extension clause used.

 


23/12/2014 - OD/14/50 Computer Aided Design Software ref: 133    Recommendations Approved

Why it is being made listing reasons for decision:

A number of the Council’s licenses for CAD software require updating, in addition, new software is required for the Building Information Modelling (BIM) initiative for the cost of £13,105.

 

Alternative options considered and why rejected:

No other options exist, software is already obsolete.

 

List any background documents:

None

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, ICT or Property implications:

 

The proposed solution will simplify support by ensuring that all drawings will be compatible across the authority and the shared network license provides resilience in staff absence.

 

Anyone who has been consulted during the decision making process

 

Internal consultations have taken place between B & D S and other CAD using departments.

Decision Maker: Officer Decision

Decision published: 14/01/2015

Effective from: 23/12/2014


07/01/2015 - OD/14/52 Settlement of Contractual Liability ref: 135    Recommendations Approved

Ipswich Borough Council entered into a contract with a service provider who was due to provide a service and a fee to Ipswich Borough Council in several instalments. The service was not provided and payments were not made to Ipswich Borough Council in breach of contract.

 

The options were to issue court proceedings and sue for damages, negotiate a settlement or to accept the loss. The option to issue proceedings was rejected as IBC would have had to incur expenditure and time in doing so. The court also expects parties where possible to settle their disputes before it becomes necessary to issue proceedings, and costs penalties can follow if parties refuse to settle. A settlement was accordingly agreed.

 

The background document was the contract.

 

The decision was made in consultation with the section 151 Chief Finance Officer.

Decision Maker: Officer Decision

Decision published: 14/01/2015

Effective from: 07/01/2015


17/11/2014 - OD/14/48 Warden call systems for Walton House, Wingate House and Cumberland Towers ref: 131    Recommendations Approved

Following a competitive procurement exercise it has been decided to award a contract to the value of £25,300 for the provision of a warden call system for Walton House, Wingate House and Cumberland Towers.

 

Five bids were received and the bid from English Security was considered to be the best value.

 

The costs of the systems will be met from existing budgets.

Decision Maker: Officer Decision

Decision published: 02/01/2015

Effective from: 17/11/2014


16/12/2014 - OD-14-47 Purchase of materials for the Disabled Adaptation service ref: 130    Recommendations Approved

Reasons-

Maintenance and Contracts carried out an open procurement process using Suffolk e-sourcing for the supply of materials held within its stores for the Disabled Adaptation service. These materials are fitted by in-house teams maintaining the Council’s housing stock for adapted use.

 

An order was placed to accept the most economically advantageous tender in the sum of £66,000 covering the entire contract period, which runs from January 2nd 2015 to 31st March 2018. This amount is within the existing budget.

 

Alternative options-

The possibility of using a range of suppliers was considered as part of an open tender process. The successful supplier provided the most advantageous tender and was able to demonstrate they could supply materials of the desired quality within the timescales required.

 

This allows the service to meet stringent deadlines facilitating the availability of housing for adapted use as well as maintain the Council’s rental income.

 

Background documents-

Ipswich Borough Council’s Housing Management Strategy

 

Implications-

None

 

Consultation-

Not applicable. The tender requirement was advertised using Suffolk e-sourcing.

Decision Maker: Officer Decision

Decision published: 02/01/2015

Effective from: 16/12/2014


15/12/2014 - OD/14/46 Purchase of Kitchen Units ref: 129    Recommendations Approved

Reason

Maintenance and Contracts have a kitchen supply contract for replacing kitchens in void properties. This decision results in kitchens of the same type being installed at both void stage and during the planned kitchen and bathroom replacement programme. This is advantageous as it reduces the range of future replacement parts that need to be held in stock. Maintenance and Contracts carried out an open procurement process using Suffolk e-sourcing for the supply of kitchen units. These are fitted by  in-house trade teams to maintain the Council’s housing stock.

 

An order was placed to accept the most advantageous tender in the sum of £65,000 covering the entire contract period, which runs from January 2nd 2015 to 31st March 2016. This amount is within the existing budget.

 

Alternative options-

The possibility of using a range of suppliers was considered and four suppliers were selected to bid as part of an open tender process. The successful supplier provided the most advantageous tender and in addition was able to demonstrate they could supply kitchens of the desired quality within the timescales required.

 

This allows the service to meet stringent deadlines facilitating the available of housing for new tenants as well as maintaining the Council’s rental income.

 

Background documents-

Ipswich Borough Council’s Housing Asset Management Strategy.

 

Implications-

None

 

Consultation-

Not applicable. The tender requirement was advertised using Suffolk e-sourcing.

Decision Maker: Officer Decision

Decision published: 02/01/2015

Effective from: 15/12/2014


08/12/2014 - OD/14/45 Requiring a Licensed Private Hire Vehicle Driver to undertake a Driving Standards Agency Assessment ref: 128    Recommendations Approved

In September 2012 the Licensing and Regulatory Committee introduced a Driving Standards Agency Assessment for Taxi and Private Hire Drivers (DSA) for all new applicants for licences. In addition, it also gave officers the delegated power to require any existing licensed driver to undertake a DSA where their driving standards gave rise to concerns; one such circumstance was a driver amassing 9 penalty points on their DVLA driving licence within a 3 year period.

 

A driver met the requirement for an assessment. If the driver passes the test, no further action will be taken. If the driver fails the test or fails to undertake the test, they will be referred to the Hackney Carriage and Private Hire Enforcement Sub Committee.

 

No alternative options were considered.

 

Assistant Operations Manager – Licensing was also consulted during the decision making process.

Decision Maker: Officer Decision

Decision published: 16/12/2014

Effective from: 08/12/2014


10/11/2014 - OD/14/44 Purchase of small plant & tools ref: 127    Recommendations Approved

Reason-

 

Maintenance and Contracts carried out an open procurement process using Suffolk e-sourcing for the supply of small plant and tools for the Maintenance & Contracts service area.

 

An order was placed to accept the most economically advantageous tender in the sum of £63,000 covering the entire contract period, which runs from November 1st 2014 to 1st February 2017.

 

Alternative Options –

The possibility of using an external tool hire company was considered but this was rejected due to cost and maintaining the service standards to customers and Council tenants. The use of an in-house hire facility is an integral part of the overall mobile working solution for housing repairs.

 

Background Documents-

Ipswich Borough Council’s Housing Asset Management Strategy

 

Implications-

The costs of this decision will be met from within existing resources.

 

Consultation-

Not applicable. The tender requirement was advertised using Suffolk e-sourcing.

Decision Maker: Officer Decision

Decision published: 16/12/2014

Effective from: 10/11/2014


03/12/2014 - OD/14/43 Decision of a Review Officer, at an Introductory Tenancy Review hearing to overturn a Housing Court Officer's Decision.. ref: 126    Recommendations Approved

Decision

 

On 3 December 2014, a Neighbourhood Team Manager (sitting as a Review Officer at an Introductory Tenancy Review hearing) overturned the decision of a Housing Court Officer to take possession proceedings to recover possession of a property in Ipswich.

 

Options Considered

 

1)    Uphold the Housing Court Officer’s decision to take possession proceedings; or

2)    Overturn the Housing Court Officer’s decision to take possession proceedings

 

Reason for decision

 

Upon reviewing the tenant’s alleged breaches of tenancy and the tenant’s circumstances it was not considered appropriate or proportionate to take possession proceedings in this case.

Decision Maker: Officer Decision

Decision published: 16/12/2014

Effective from: 03/12/2014


08/12/2014 - OD/14/41 Immediate Revocation of a Private Hire Vehicle's Driver's and Hackney Carriage Driver's Licences ref: 124    Recommendations Approved

Immediate revocation of a Private Hire Vehicles Driver’s Licences as driver no longer meets criteria to hold licences.

 

No alternative options were considered.

 

The Chair of the Licensing and Regulatory Committee was consulted in the decision making process.

Decision Maker: Officer Decision

Decision published: 15/12/2014

Effective from: 08/12/2014


08/12/2014 - OD/14/40 Requiring a Licensed Private Hire Vehicle Driver to undertake a Driving Standards Agency Assessment ref: 123    Recommendations Approved

In September 2012 the Licensing and Regulatory Committee introduced a Driving Standards Agency Assessment for Taxi and Private Hire Drivers (DSA) for all new applicants for licences. In addition, it also gave officers the delegated power to require any existing licenced driver to undertake a DSA where their driving standards gave rise to concerns; one such circumstance was a driver amassing 9 penalty points on their DVLA driving licence within a 3 year period.

 

A driver met the requirement for an assessment. If the driver passes the test, no further action will be taken. If the driver fails the test or fails to undertake the test, they will be referred to the Hackney Carriage and Private Hire Enforcement Sub-Committee.

 

No alternative options were considered.

 

Assistant Operations Manager – Licensing was also consulted during the decision making process.

Decision Maker: Officer Decision

Decision published: 15/12/2014

Effective from: 08/12/2014


26/11/2014 - OD/14/37 Procurement of Combined CCTV and Data for Whitton Sports Centre ref: 119    Recommendations Approved

A decision to procure a combined CCTV and data circuit for Whitton Sports Centre. This circuit will allow remote monitoring of central IBC CCTV cameras and also provides a data circuit for remote off-site backups as part of the Council’s Disaster Recovery and Business Continuity strategies.

 

Competitive quotes were sought and the most economically advantageous was selected.

Decision Maker: Officer Decision

Decision published: 10/12/2014

Effective from: 26/11/2014

Decision:

A decision to procure a combined CCTV and data circuit for Whitton Sports Centre. This circuit will allow remote monitoring of central IBC CCTV cameras and also provides a data circuit for remote off-site backups as part of the Council’s Disaster Recovery and Business Continuity strategies.

 

Competitive quotes were sought and the most economically advantageous was selected.

 

Wards affected: (All Wards);


14/11/2014 - OD/14/38 Immediate Revocation of a Private Hire Vehicle Driver's Licence ref: 120    Recommendations Approved

Immediate revocation of a Private Hire Vehicle Driver’s Licence based on information received.

 

No alternative options were considered.

 

Background papers: A summary of the information received from SCC (redacted.)

 

The Chair of the Licensing and Regulatory Committee was consulted in the decision making process.

Decision Maker: Officer Decision

Decision published: 10/12/2014

Effective from: 14/11/2014

Decision:

Immediate revocation of Private Hire Vehicle Driver’s Licence based on information received.

 

No alternative options were considered.

 

Background papers: A summary of the information received from SCC (redacted).

 

The Chair of the Licensing and Regulatory Committee was consulted in the decision making process.

Wards affected: (All Wards);


16/10/2014 - OD/14/36 Design Services for the demolition of the former Ipswich Police Station ref: 117    Recommendations Approved

·         The Council is considering the options for the future of the former police station. It is expected that a final decision on the future of the building will be made by Executive in 2015.

·         One option is to demolish the building. In order to assess the viability and implications of this option to inform the future decision by Executive, the Council requires a consultant to specify the demolition works required for the former Ipswich Police Station and to separate it from the old Crown Court building which is leased to CSV Media

·         Following the Council’s procurement processes a competitive process has identified Ingleton Wood as submitting the most economically advantageous and compliant tender and as such the Council has awarded Ingleton Wood the contract

·         A further contract will be let in due course, following a new procurement exercise for the actual demolition of the former Ipswich Police Station

·         The property implication in respect of proceeding with the award of contract is that the existing Ipswich Police Station building will be separated from the old Crown Court building (including any shared services.) as the Crown Court building will remain. The old police station building will then be demolished

·         The legal implication is that Ingleton Wood will be appointed as the multi-discipline consultant under a bespoke IBC contract agreement

·         The financial implication is that Ingleton Wood’s bid is £24,150 (excl. VAT)

·         There are no Crime & Disorder, Equality, Social Value in Contracts, HR or immediate ICT implications involved in the award of the consultant to design the demolition works in connection with the exisiting police station building

·         Operations Manager Property Services, Building & Design Services Operations Manager, Legal, Procurement have been consulted regarding the demolition of the police station site.

Decision Maker: Officer Decision

Decision published: 21/11/2014

Effective from: 16/10/2014

Wards affected: Alexandra;

Lead officer: Officer Decision


31/10/2014 - OD/14/34 Refusal to renew a PHD Licence Officer Decision ref: 115    Recommendations Approved

A current licensed Private Hire Vehicle Driver has applied for the renewal of his licence from 1 December 2014. The medical examination form submitted with his application shows that he had heart problems in 2011 which were not notified to the Council at the time. taxi and Private Hire Drivers are required, under Council policy, to meet the DVLA Group 2 medical standards of fitness to drive; the applicant does not meet this medical standard.

 

No alternative options were considered.

 

The chair of the licensing and regulatory committee (Councillor H Clarke) was consulted in the decision making process.

Decision Maker: Officer Decision

Decision published: 19/11/2014

Effective from: 31/10/2014

Wards affected: (All Wards);


06/11/2014 - OD/14/31 Ransomes Sports Pavilion - New Build project ref: 112    Recommendations Approved

·         A new Ransomes Sports Pavilion is required to be built at the Ransomes grounds, off Sidegate Lane, Ipswich.

·         The Council has followed its procurement processes and tendered for the appointment of a Lead Multi-disciplinary Consultant to develop the design for the new pavilion, produce the necessary tender documentation and then administer the project on behalf of Ipswich Borough Council during the delivery stage.

·         The process identifies Samskara Architects as providing the most economically advantageous tender which meets the Council’s needs.

·         The contract has been awarded to Samskara Architects. The contract value is £69,150.00 (excl. VAT)

·         The contract will enable the development of the Sports Pavilion which will have a high Social Value to the local community.

·         There are no Crime & Disorder, Equality, HR or immediate ICT implications involved in the award of the Lead Multi-discipline Consultant to design and administer the project.

·         Head of Community and Cultural Services, Sports and Operations Manager, Building and Design Services Operations Manager, Legal Services and Procurement have been consulted regarding this contract.

Decision Maker: Officer Decision

Decision published: 18/11/2014

Effective from: 06/11/2014

Wards affected: Rushmere;

Lead officer: Officer Decision


17/09/2014 - C/14/02 To Consider a Report from Councillor C Jones on Ipswich Garden Suburb - Interim Adoption of Draft Supplementary Planning Guidance. ref: 93    Recommendations Approved

Decision Maker: Council

Made at meeting: 17/09/2014 - Council

Decision published: 07/11/2014

Effective from: 17/09/2014

Decision:

Councillor Jones thanked Officers for their exemplary commitment and professionalism in their work on the draft Supplementary Planning Guidance.

 

Commenting further she also thanked the Community Steering Group for their clear and marked contributions to the draft guidance.

 

On the proposal of Councillor Harsant and five other councillors a request for a recorded vote on each recommendation was PUT to the meeting.

 

It was RESOLVED:

 

(i)           That the Council continues its commitment to large scale development on land at Northern Fringe (Ipswich Garden Suburb) and in accordance with the Core Strategy and draft Review.

 

Reason: To demonstrate on-going Council support for the principle of development of the northern fringe

 

           Voting was recorded as follows:-

 

  For                                                    Against                                  Abstention

 

Carnall                                               Cann

Cenci                                                 French

J Cook                                                Lockington

M Cook

Debman

Elavalakan

Ellesmere

Fern

French

Gage

Gardiner

Gibbs

Goldsmith

Goonan

A Grant

T Grant

Harsant

Hopgood

Jones

Kirby

Kreidewolf

Leeder

Macartney

Macdonald

Maguire

Mowles

Phillips

Powell

Quinton

Riley

Rudkin

Smart

Stroet

Studd

Whittall

Wright

 

(ii)          That the Northern Fringe (Ipswich Garden Suburb) development be guided and planned by the Ipswich Garden Suburb Supplementary Planning Document.

 

Reason: To demonstrate ongoing Council support for the principle of development on the Northern Fringe and the importance of the Ipswich Garden Suburb Supplementary Planning Document in ensuring it is a well-planned, sustainable and comprehensive development.

 

Voting was recorded as follows:-

 

  For                                                    Against                                  Abstention

J Cook                                                Cann

M Cook                                              Carnall

Elavalakan                                        Cenci

Ellesmere                                          Debman

Fern                                                    French

Gage                                                  Goldsmith

Gardiner                                            Harsant

Gibbs                                                  Lockington

Goonan                                             Phillips

A Grant                                              Stroet

T Grant                                              

Hopgood

Jones

Kirby

Kriedewolf

Leeder

Macartney

Macdonald

Maguire

Mowles

Powell

Quinton

Riley

Rudkin

Smart

Studd

Whittall

Wright

 

(iii)         That the Council approve as interim planning guidance the Ipswich Garden Suburb Supplementary Planning Document (and the Sustainability Appraisal incorporating Strategic Environmental Assessment) together with the Preliminary SuDS Strategy, following amendments as set out in paragraph 12.5 of the report.

 

Reason:  To give greater weight to the SPD as a material consideration in determining planning applications which may be submitted prior to adoption of the SPD following examination and adoption

of the Core Strategy Review.

 

Voting was recorded as follows:-

 

  For                                                    Against                                  Abstention

J Cook                                                Cann

M Cook                                              Carnall

Elavalakan                                        Cenci

Ellesmere                                          Debman

Fern                                                    French

Gage                                                  Goldsmith

Gardiner                                            Harsant

Gibbs                                                  Lockington

Goonan                                             Phillips

A Grant                                              Stroet

T Grant                                              

Hopgood

Jones

Kirby

Kriedewolf

Leeder

Macartney

Macdonald

Maguire

Mowles

Powell

Quinton

Riley

Rudkin

Smart

Studd

Whittall

Wright

 

(iv)        That the draft supplementary planning document and Preliminary SuDS Strategy be approved as material considerations for use in the determination of planning applications for land at the Northern Fringe (Ipswich Garden Suburb), should they be received prior to full adoption in 2015.

 

Reason:  To ensure any planning application is determined in accordance with the SPD.        

 

 Voting was recorded as follows:-

 

  For                                                    Against                                  Abstention

J Cook                                                Cann

M Cook                                              Carnall

Elavalakan                                        Cenci

Ellesmere                                          Debman

Fern                                                    French

Gage                                                  Goldsmith

Gardiner                                            Harsant

Gibbs                                                  Lockington

Goonan                                             Phillips

A Grant                                              Stroet

T Grant                                              

Hopgood

Jones

Kirby

Kriedewolf

Leeder

Macartney

Macdonald

Maguire

Mowles

Powell

Quinton

Riley

Rudkin

Smart

Studd

Whittall

Wright


16/10/2014 - OD/14/30 Demolition of Ransomes Sports Pavilion ref: 111    Recommendations Approved

·         The current sports pavilion at Ransomes Sports Ground requires demolition to enable a new facility to be built.

·         The Council has followed its procurement processes and tendered for the demolition of the pavilion.

·         This process identifies CDC as providing the most economically advantageous tender which meets the Council’s needs.

·         The contract has been awarded to CDC. The contract value is £65,965 (excl VAT)

·         There are no Crime & Disorder, Equality, Social Value in Contracts, HR or immediate ICT implications involved in the award of the Main Contractor to demolish the existing building

·         Head of Community and Cultural Services, Sport and Leisure Operations Manager, Building and Design Services Operations Manager, Legal services and Procurement have been consulted regarding this contract.

Decision Maker: Officer Decision

Decision published: 30/10/2014

Effective from: 16/10/2014

Decision:

·         The current sports pavilion at Ransomes Sports Ground requires demolition to enable a new facility to be built.

·         The Council has followed its procurement processes and tendered for the demolition of the pavilion.

·         This process identifies CDC as providing the most economically advantageous tender which meets the Council’s needs.

·         The contract has been awarded to CDC. The contract value is £65,965 (excl VAT)

·         There are no Crime & Disorder, Equality, Social Value in Contracts, HR or immediate ICT implications involved in the award of the Main Contractor to demolish the existing building

·         Head of Community and Cultural Services, Sport and Leisure Operations Manager, Building and Design Services Operations Manager, Legal services and Procurement have been consulted regarding this contract.

Wards affected: Rushmere;


24/10/2014 - OD/14/29 Procurement of delivery by 4Global Consulting Limited to provide an indoor sports facility and playing pitch strategy ref: 110    Recommendations Approved

Ipswich Borough Council (IBC) has completed a competitive tendering process to procure both an Indoor Sports Facility strategy and a Playing Pitch Strategy for Ipswich. 4Global Consulting Limited has been selected to deliver these strategies. The work is due to be completed by March 2015.

 

The total contract value is £32,250 for 4Global with Sport England providing funding of £10,000.

 

This decision is in line with Council policies.

Decision Maker: Officer Decision

Decision published: 30/10/2014

Effective from: 24/10/2014

Decision:

Ipswich Borough Council (IBC) has completed a competitive tendering process to procure both an indoor Sports Facility strategy and a Playing Pitch Strategy for Ipswich. 4Global Consulting Limited has been selected to deliver these strategies. The work is due to be completed by March 2015.

 

The total contract value is £32,250 for 4Global with Sport England providing funding of £10,000.

 

This decision is in line with Council Policies.


09/10/2014 - OD/14/27 Notice to Quit ref: 108    Recommendations Approved

Notice to Quit served on land in the Borough as required for development purposes. No suitable alternative was available as possession is required for development purposes. The occupiers have been consulted in reaching this decision. The Portfolio Holder (Leader), Chief Executive and Legal Services have also been consulted.

Decision Maker: Officer Decision

Decision published: 30/10/2014

Effective from: 09/10/2014

Decision:

Notice to Quit served on land in the Borough as required for development purposes. No suitable alternative was available as possession is required for development purposes. The occupiers have been consulted in reaching this decision. The Portfolio Holder (Leader), Chief Executive and Legal Services have also been consulted.

Wards affected: Whitton;


10/10/2014 - OD/14/28 Legal Order for Residents Parking Zone ref: 109    Recommendations Approved

A legal Order has been proposed to re-introduce the same terms and conditions and charges in Residents Parking Zone 1 as exist in Zones 3 and 4 following the expiry of an Experimental Traffic Order (ETO) that had previously done this but which had expired without having been made permanent. This matter was considered by the Council’s Executive Committee on 9th September 2014 who authorised the Head of Development & Public Protection to take all necessary steps to determine any objections to the proposed Order as set out in the report and if he considers it appropriate, to make the Order (with or without modifications). No objections have been received to the proposed Order and so a decision is now being made to make the Order.

Decision Maker: Officer Decision

Decision published: 30/10/2014

Effective from: 10/10/2014

Decision:

A legal order has been proposed to re-introduce the same terms and conditions and charges in Residents Parking Zone 1 as exist in Zones 3 and 4 following the expiry of an Experimental Traffic Order (ETO) that had previously done this but which expired without having been made permanent. This matter was considered by the Council’s Executive Committee on 9th September 2014 who authorised the Head of Development & Public Protection to take all necessary steps to determine any objections to the proposed order as set out in the report and if he considers it appropriate, to make the order (with or without modifications). No objections have been received to the proposed order and so a decision is now being made to make the order.  

Wards affected: Alexandra; Holywells;


20/10/2014 - OD/14/26 Old Mortuary Depot Refurbishment ref: 107    Recommendations Approved

Why is it being made listing reasons for the decision

Following a review of onsite accommodation for grounds staff at the cemetery, a budget was made available to refurbish the Old Mortuary Depot to improve on site facilities.

 

A full tender exercise was undertaken. The decision taken was to award a contract for refurbishment of the site to Mixbrow Construction for the contract sum of £125,922.19.

 

Works will commence following pre contract meetings and planning of the works.

 

Alternate options considered and why rejected

Use of internal services not appropriate due to scale of works.

 

List any background documents

None

 

Any Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, Financial, ICT or Property Implications

The work will facilitate the better use of the Council’s property. The returned tender is within the overall project budget.

 

Anyone who has been consulted during the decision making process

Internal consultations have taken place between B& DS and Parks and Open spaces. The Portfolio Holders for Parks and Open Spaces and Building and Design Services have been consulted in line with the Constitution.

 

Decision Maker: Officer Decision

Decision published: 21/10/2014

Effective from: 20/10/2014

Decision:

 

Decision: to award a contract for refurbishment of the site to Mixbrow Construction for the contract sum of £125,922.19.

 

Wards affected: St Margaret's;


01/10/2014 - OD/14/26 Consent to application for Postponement of priority charge ref: 106    Recommendations Approved

The Housing Act 1985 allows for purchasers of right to buy properties to request the Council’s consents to additional borrowing by agreeing to the postponement of priority of its discount Charge in favour of the advance.

 

The consent is given for approved purposes as defined in Section 156(4) (A) (c) (i) of the Housing Act 1985, the purpose being to enable the original purchaser to discharge the balance outstanding and arrears of interest (if applicable) on their original mortgage. The consent does not extend to any monies advanced for non-approved purposes.

 

An application has been received from an owner of a property (ref 19). Having reviewed the request in line with the above legislation the request is reasonable and there are no grounds for any alternative course of action.

 

There are